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Executive Assistant (Bilingual)

Job Overview
Provide administrative support to the chief Human Resources Officer (CHRO) and the Human department by conducting research, handling information requests and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings; in general, perform a wide range of administrative and office support activities for the department to facilitate the efficient operation.
Responsibilities
  • Performs administrative functions to support the CHRO including:
    • Answer and screen phone calls.
    • Read and analyzing incoming memos, submissions, reports and mail to determine their significance and plan distribution.
    • File and retrieve human resources documents, records, reports, and employee files.
    • Keep track and updating calendar for CHRO, anticipating his needs as necessary.
    • Set up multi-incumbent meetings and workshops.
    • Update contact distribution lists.
    • Submit expense reports using Concur.
    • Conduct research on issues of importance.
    • Manage process to reserve office space for visiting employees to Belmont.
    • Provide support for the budgeting process and HR reporting.
  • HR department support:
    • Prepare org charts, memos, letters and other documents using Visio, Word, Excel and PowerPoint.
    • Greet visitors and determine whether they should be given access to specific individuals.
    • Serves as an interpreter when employees primarily speak Spanish.
    • Prepare responses to correspondence containing routine inquiries.
    • Advertise and post for open positions.
    • Verify, enter, and prepare invoices for departmental approval for payment. Ensure that ordered amounts equal amounts that are billed. Investigate discrepancies.
    • Puridiom Requisitions ‚ input requisitions through Puridiom for office supplies, consulting services and other items. Orders all necessary supplies to support both the human resources department and the mailroom.
    • Monthly/weekly benefits billing
    • Submit and maintain weekly time keeping for HR Department in Unicorn Workforce Management.
    • Coordinate NYRA‚ s yearly Blood Drive
    • Create nametags for all employees.
    • Perform other projects as needed.
  • Onboarding Administration:
  • Coordinate on-boarding process for new hires, which includes:
    • Email candidates a link to NYRA‚ s onboarding portal (powered by iCIMS).
    • Assign tasks that must be completed by the new hire.
    • Ensure new hire completes tasks before or on the start date.
  • Complete Form I-9.
  • Complete Payroll Authorization Forms.
  • Provide payroll with needed onboarding documents.
  • Escort new hires through the NYS Gaming Commission licensing process.
Qualifications
  • Education: Associates Degree or Technical School required or a combination of education & related experience.
  • Experience: A minimum of 2 years experience in a senior administrative support role.
  • Bilingual in English and Spanish
  • Other Requirements: Knowledge of administrative responsibilities for an executive.


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