Position Purpose:

The Executive Administrative & HR Specialist provides confidential, professional, and proactive support to the President/CEO and executive team while performing a broad range of administrative, human resources, and governance duties. This position is also responsible for coordinating board and committee activities, assisting in HR program administration, and managing the institution’s internal audit program in coordination with leadership and external auditors.

Key Responsibilities:

Executive Administration & Board Support

Maintain the schedule and calendar for the President/CEO and executive leadership.
Coordinate logistics and prepare materials for Board of Directors and committee meetings, including agendas, packets, meeting minutes, attendance, and follow-up actions.
Serve as liaison to the Board of Directors regarding logistics, communications, and compliance with governance practices.
Compose, proofread, and manage executive communications including confidential reports, memos, and presentations.
Arrange travel, coordinate schedules, and provide logistical support for leadership team meetings and external engagements.
Maintain corporate records, executive policies, and a centralized administrative filing system.

Human Resources Administration

Administer and maintain HR records, personnel files, and organizational charts.
Assist in recruiting by posting jobs, screening applications, coordinating interviews, and communicating with candidates.
Conduct onboarding and orientation sessions for new hires and support offboarding procedures including exit interviews.
Assist in benefits administration, employee communications, and wellness or recognition programs.
Maintain HR databases and prepare compliance reports as required.
Coordinate performance evaluation schedules and assist department heads with documentation logistics.

Audit Program Management

Coordinate the internal audit program schedule across departments, ensuring timely document gathering, interviews, and responses to findings.
Serve as the administrative lead for regulatory exams and internal or third-party audits.
Track open findings and ensure departments meet remediation deadlines in collaboration with executive leadership.
Maintain organized audit records and coordinate communication between auditors and departments.

Qualifications:

Bachelor’s degree in business administration, human resources, or a related field preferred.
3+ years of administrative or HR experience, preferably in a financial institution or regulated industry.
Strong organizational skills and attention to detail, with the ability to manage multiple priorities discreetly and effectively.
Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and MS Teams.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and demonstrate discretion at all times.
Knowledge of HR regulations and best practices preferred.
Experience coordinating audits or regulatory exams a plus.

Core Competencies:

Professionalism and discretion
Time and project management
Interpersonal communication
Problem-solving and initiative
Adaptability and confidentiality
Compliance and recordkeeping

Robert Half

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Executive Administrative & HR Specialist