Executive Assistant- Human Resources Job at City Harvest, Inc. in New York

ABOUT CITY HARVEST:

City Harvest is New York’s first and largest food rescue organization, helping to feed millions of New Yorkers who struggle to put meals on their tables. During our 40 years serving New Yorkers in need, we have rescued more than one billion pounds of fresh, nutritious food and delivered it free of charge to hundreds of food pantries, soup kitchens, community partners, and our own Mobile Markets® across the five boroughs. This year, we will rescue and distribute more than 77 million pounds of nutritious food to our neighbors in need. City Harvest works alongside our community partners to boost community capacity, expand nutrition education, and strengthen local food systems. Since our founding in 1982, City Harvest has always been there to feed our city one day, one meal, one New Yorker at a time.

At City Harvest, we offer more than a job; we offer a mission-driven career. In addition to contributing to our fight against food insecurity in New York, we provide a competitive salary, comprehensive benefits (including medical, dental, and vision coverage), employer contributions towards premiums, employer-provided life insurance, and a 403(b)-retirement savings plan with matching contributions. Our staff enjoys discounted perks (movie tickets, gym memberships, cellular plans, etc.), generous time-off policies, and ample professional development opportunities.

Job Title:
Executive Assistant- Human Resources

Job Overview:
The Executive Assistant to the Chief Human Resources Officer (CHRO) and Senior Director of Human Resources will play a crucial role in supporting senior HR leadership at City Harvest. This role requires strong organizational skills, attention to detail, and the ability to manage a range of tasks that enhance the efficiency and effectiveness of the HR department. The ideal candidate will be proactive, able to handle confidential information with discretion, and skilled in supporting executive-level leaders in a fast-paced environment.

Key Responsibilities:

• Calendar Management:
  • Coordinate and manage complex calendars for the CHRO and Senior Director of HR, ensuring efficient scheduling, prioritizing high-priority meetings, and resolving any conflicts.
  • Arrange internal and external meetings, including preparing agendas, coordinating with participants, and managing follow-ups.
  • Keep HR leadership informed of any schedule changes or urgent items.
• Presentation Development:
  • Assist in creating high-quality PowerPoint presentations for meetings, conferences, and internal communications. Ensure presentations align with branding and HR messaging.
  • Conduct research and gather relevant data to support presentation content and HR initiatives.
  • Review and edit content for accuracy, clarity, and visual appeal.
• Event Planning and Coordination:
  • Organize and manage HR departmental events, such as team meetings, training sessions, workshops, and special celebrations. Handle all logistical details, including venue booking, catering, materials, and communication with participants.
  • Collaborate with HR team members and other departments to ensure smooth event execution.
  • Create and manage event budgets, tracking expenses to ensure alignment with financial guidelines.
• Administrative Support:
  • Prepare and process confidential documents, reports, and presentations for HR leadership, maintaining a high level of confidentiality.
  • Manage departmental files and records, keeping digital and physical files organized and up-to-date.
  • Handle expense reports, travel arrangements, and other administrative duties for the CHRO and Senior Director.
• Communication Support:
  • Act as the primary point of contact for the CHRO’s and Senior Director’s offices, screening and managing communication with internal and external stakeholders.
  • Draft and edit emails, memos, and other written communication on behalf of HR leadership, ensuring clarity and professionalism.
  • Coordinate and distribute meeting notes, action items, and follow-ups for HR meetings.
• Special Projects:
  • Assist with HR-related projects and initiatives, including DEIB, talent management, and organizational development efforts, as needed.
  • Collaborate with other HR team members to provide support on cross-functional projects and ensure timely delivery of key milestones.

Qualifications:

• Bachelor’s degree preferred, or equivalent experience in an administrative role supporting senior leadership.
• Minimum of 5 years of experience as an Executive Assistant, preferably within an HR or corporate environment.
• Proficiency in Microsoft Office Suite (especially PowerPoint, Word, and Excel).
• Strong organizational and project management skills with the ability to handle multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Highly organized, detail-oriented, and proactive with strong problem-solving skills.
• Strong interpersonal skills with the ability to build effective working relationships at all levels.
• Salary range $73,000 to $76,000

City Harvest Values:

City Harvest is an equal employment opportunity employer that values teamwork, inclusivity, and a supportive workplace. We are committed to fostering a diverse environment where employees can bring their full selves to work.