Administrative Associate, Executive Office, HR and Legal Coordinator

Organization
Humanity United
Deadline for Applications
08/01/2015
Contact Information
Please send your letter of inquiry and resume to Robyn Arville, Director of Human Resources at hujobs@humanityunited.org

ESSENTIAL JOB FUNCTIONS

General Counsel support:

  • Undertake legal coordinator tasks as requested, including initial preparation of contracts using attorney-prepared templates, managing the contract intake and approval process, and managing original Board documents and Board files.  Work closely with the General Counsel and Associate General Counsel to ensure effective contract tracking and management.
  • Manage the 40+ state charitable registrations required to permit Humanity United’s charitable fundraising vehicle, the Humanity United Charitable Fund, to raise funds, and provide similar technical assistance and support to HU’s related entity, the Freedom Fund.
  • Administratively manage HU’s intellectual property portfolio, including tracking filings deadlines and maintaining related files and originals.
  • Proactively design legal file management systems and maintain original legal documents and opinions.
  • Provide administrative support relating to the activities of the General Counsel, including drafting correspondence, preparing and revising external and internal legal presentations, and undertaking research on contacts.
  • Calendar management – coordinate all internal and external meetings of the General Counsel.
  • Manage the General Counsel’s contacts, travel, meeting and conference agenda and logistics; including any preliminary research, preparing briefing packages and providing the necessary meeting materials and making travel arrangements.
  • Schedule, prepare and brief General Counsel for all meetings.
  • Anticipate the needs of the General Counsel.
  • Support the General Counsel’s workload by managing information flow, and resolving and prioritizing issues.
  • Support the legal orientation of new staff and maintain legal training and guidance materials.

Senior Liaison support:

  • Support the Senior Liaison in successfully managing the daily operations of the Executive Office.
  • Assist the Senior Liaison with managing multiple complex departmental/company-wide projects and schedules necessary meetings.
  • Assists the Senior Liaison with Board communications and presentations.
  • Handles all Board Meeting logistics and works with staff to prepare for meetings, as directed.
  • Maintains discretion and confidentiality in relationships with Board of Trustees and other external partners.
  • Assist with planning and executing organization-wide events, including meeting space, catering, and all logistics.
  • Complete expense and credit card reports for Executive Office team.
  • Assist in Executive Office travel, meeting and conference logistics.
  • Handle a variety of administrative tasks – timesheets, weekly lunch orders, copying, filing, guest registration, etc.

Human Resources support:

  • Coordinate the logistics of new hire onboarding and employee departures, including preparing offer letters and related documents using attorney-prepared templates for review by the HR Director and Legal staff; supporting the HR-related orientation of new staff; and maintaining HR-related training and guidance materials.
  • Maintain and update the employee handbook, including coordinating annual review for appropriate updates.
  • Help the Director of HR with recruiting activities (coordination with hiring managers, assisting candidates throughout the recruiting process – scheduling interviews, etc.).
  • Support in Workers Compensation audit and accuracy of data.
  • Assist in scheduling and coordination of activities around employee goals and objectives process, mid-year check ins, and annual reviews.
  • Maintain HR files (personnel, 401k, recruiting, insurance, etc) on both Box, shared files and paper storage files to ensure organization and legal compliance.
  • Help implement and oversee the emergency plan and procedures for the office.
  • Help liaise with payroll and benefits representatives on Director of HR’s behalf.
  • Support internal customer service ensuring cohesion, consistent organization and seamless task completion and response time to organization’s employees.
  • Input and track human resources and benefits (including 401k) data and information.

Organizational Activities:   

  • Assist with planning and executing organization-wide sponsored events.
  • Assist in overseeing office infrastructure (workspaces, common spaces, office set up).
  • Assist in creating, implementing and updating office systems and procedures
  • Assist with Office Management budget.
  • Support ongoing teambuilding across the organization.
  • Create and support positive team morale and positive office environment.

 

EDUCATION, EXPERIENCE AND OTHER QUALIFICATIONS:

  • Bachelor’s degree and paralegal experience (or comparable legal support experience) required; advanced degree preferred. Notary Public certification highly desirable.
  • Strong work tenure: 6-8 years experience working with C-level Executives or law firm partners.
  • Flexibility and keen judgment in reporting to three distinct segments of the Executive Office (Legal, HR, Sr. Liaison). Ability to manage and be accountable to competing demands with grace.
  • Proven ability to handle confidential information with discretion.  Experience working with high profile individuals using appropriate sensitivity.
  • Ability to be present, on site at our San Francisco office during regular business hours (this position is not conducive to remote work).
  • Exceptional organizational and multi-tasking skills – the candidate must be able to establish priorities, successfully juggle those multiple priorities and deadlines and consistently communicate progress and outcomes achieved
  • Experience with the setting up and management of virtual meetings and tools (video, conference calls).
  • Experience with the preparation and management of Board documents.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 
  • Demonstrated strategic thinking and planning skills.
  • Ability to learn and adapt and excel in changing environment.
  • Expert level oral and written communication, presentation, and organizational skills. 
  • Emotional maturity, highly professional demeanor.
  • Self-reliance, judgment and initiative – once trained in systems and procedures, the ideal candidate will operate successfully with minimal direction.
  • Ability to troubleshoot and independently solve problems as – and even before – they arise.
  • Excellent with follow up and meticulous attention to detail.
  • Excellent interpersonal, collaborative and partnership development skills to work successfully with a variety of individuals and cultures.
  • Demonstrated proactive approaches to problem solving.
  • High degree of flexibility and adaptability required or indicative of a start-up, entrepreneurial or changing work environment.
  • Highly resourceful team-player, self confident, creative and independent self-starter, while also being collaborative who acts with diplomacy at all times.
  • Strong work ethic and impeccable professionalism are key job requirements.
  • Ability to set boundaries and manage expectations.
  • High level of proficiency with Excel and Powerpoint as well as advanced knowledge of Apple-based hardware/software products and Social Media platforms.
  • Fluency (not expertise) across key operational areas such as financial analysis, HR, IT, Legal, and knowledge of what foundations do and how they typically work.