Human Resources/Destination Development Executive Assistant

JOB SUMMARY:
Reporting directly to SVP Destination Development with a dotted line to the Sr. Director of HR Services, Engagement and Diversity,  the Executive Assistant provides administrative, employee and vendor support in a variety of functions within Destination Development and Human Resources. 
 
ESSENTIAL DUTIES AND RESPONSIBILITIES
    
ADMINISTRATION

  • As the initial point of contact for SVP, exhibits a professional and friendly demeanor that reflects the office of the SVP.
  • Completes a broad variety of administrative tasks including: plans, coordinates and ensures the SVP’s schedule is followed and respected, maintains filing system; arranging travel plans, itineraries, agendas and compiling documents for meetings.
  • Creates follow-up systems to ensure that action items assigned to position that are generated from meetings and/or projects are executed on time and on specification and budget.
  • Partners closely and effectively to keep the SVP well informed of upcoming commitments and responsibilities, following up appropriately.
  • Manages SVP calendars including scheduling meetings, conference calls, lunches, etc.
  • Orders office supplies.
  • Processes and reconciles expense reports and invoices and ensures within department budget. Collects, reviews and analyzes data and prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine inquiries from external or internal sources with own correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. May be responsible for creating reports and distributing on a regular schedule.

 
DESTINATION DEVELOPMENT

  • Assists the SVP with establishing strategic relationships with partners or potential customers through coordinating schedules and becoming the brand voice as first line of contact for meetings.  
  • Assists in the development of a strong pipeline of new business opportunities through direct or indirect customer contact and prospecting as well as keeping up to date contact information within the system to easily access.
  • Responsible for the updating internal database regarding the status of tourism assets within each City within Palm Beach County.
  • Responsible for the updating of Project Management Systems to ensure key initiatives are executed on time, on specification and on budget.
  • Proactively monitors Palm Beach County City websites for identification of new tourism products being proposed.
  • Maintains follow up files for all key action items both internally and externally.

 
HUMAN RESOURCES

  • Activities related to HR, include but not limited to, one or more human resources functions, including recruiting, employee/labor relations, compensation, benefits, training, equal employment opportunity, and/or employee records.
  • Processes HR department applications, including applicant tracking, employment and enrollment applications; maintains attendance and employment records, and compiles statistics for various HR management reports. Conduct pre-employment screening interviews, check references and respond to routine questions on HR policy. 
  • Responsible for full life cycle of employees including onboarding, orientation, providing information packets; reviewing company policies, gathering withholding and other payroll information, explaining and obtaining signatures for benefit programs, oversees onboarding process and works with the Finance Department to create work flow documentation for all steps as well as departures of employees.
  • Maintain job description database.
  • First line of contact with third party administrator for HR and payroll issues.
  • Responsible for running all HR related reports and creating dashboard to assist Sr. Director.
  • Researches, prioritizes and follows up on incoming issues and concerns addressed to the Sr. Director HR, including those of a sensitive or confidential nature.  Determines appropriate course of action, referral or response.
  • Addresses issues that staff may have regarding questions on benefits, information, changes and vacation requests.
  • Maintains and records Executive, HR and Destination Development staff attendance to Finance Department bi-weekly and records DTPB staff vacations.
  • Processes vacation requests to include validation of available hours.
  • Maintains Human Resource records by establishing Employee personnel files based upon state and federal requirements and recording new hires, transfers, terminations, changes in job classifications, merit/promotional increases, job descriptions and organizational charts.
  • Schedules and coordinates monthly Team Communications meetings.
  • Updates job knowledge by participating in educational opportunities, reading professional publications.
  • Assist in the development of departmental monthly reports, business plans and any other reports as requested.
  • Performs all other duties as requested.

 
    QUALIFICATIONS, EDUCATION, EXPERIENCE

  • Three to five years of experience supporting C-Level Executives.
  • A high school diploma or equivalent, bachelor’s degree (B>A>) or equivalent from four- year College or University is preferred.
  • Must demonstrate a positive attitude and cooperate with other DTPB departments
  • Strong computer skills including Microsoft office suite (Word, Excel & Powerpoint).  Software applications including Blackbaud, iEmployee, and Simpleview.
  • Works independently on projects, from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
  • Must be creative and enjoy working within a fast-paced environment that is result-driven and have an extreme sense of urgency.
  • Have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, organizational skills and the ability to maintain a realistic balance among multiple priorities.
  • Expert level written and verbal communication skills.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff and external vendors.
  • Demonstrate proactive approaches to problem solving with strong decision-making capability.
  • Highly resourceful team player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meeting deadlines in a fast- paced environment.

 
EQUAL EMPLOYMENT OPPORTUNITY
DISCOVER THE PALM BEACHES is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. 
 
WORK ENVIRONMENT
Working conditions are normal for an office environment.  Work will require occasional weekend and/or evening work and business travel.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
OTHER INFORMATION
This position description is meant to describe the general nature and level of work to be performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

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