Talent and Human Resources Assistant at The Kresge Foundation in Troy, Michigan

Job Description:

About the Foundation

The Kresge Foundation is one of the top 20 private philanthropic foundations in the United States and the only one focused exclusively on expanding opportunities for people with low income in American cities. With an endowment of approximately $4 billion and a staff of over 100 employees, the foundation deploys grants and social investments across arts and culture, education, environment, health, human services and community development. The foundation's state-of-the-art headquarters maintains an array of energy-efficient, water-conserving and health-promoting systems. The foundation also operates an office in Detroit's Midtown district.

About the Position

The Talent and Human Resources Assistant provides administrative and dedicated coordination for the Talent and Human Resources (THR) team. The Assistant provides support to the Chief People Officer, Chief Human Resources Officer, and Director of Talent and Organizational Development while working cooperatively with members of the Talent and Human Resources team.

The Talent and Human Resources Assistant requires the ability to be proactive, self-directed and must possess sound judgment and high attention to detail. This position calls for a commitment to producing high quality work and support while displaying a consistently collaborative and cooperative attitude. The Assistant role requires highly professional, customer service-focused interaction (orally and in writing) with the public and representatives within the Foundation and the ability to exercise discretion and maintain confidentiality at all times.

Primary Responsibilities

Team Coordination (40% of time)

1. Serves as overall project coordinator for the team, keeping current with tasks for most team activities, including dates and deliverables, meeting agendas, and notes. Activities include team meetings, lunch and learns, retreats, Foundation-wide events, and visits from external guests.

2. Organizes THR department meetings, including designating meeting location, and preparing and distributing meeting agenda, minutes, and other materials.

3. Monitors and advises the team regarding project timelines, board deadlines, key dates, upcoming events, and meeting planning.

4. Reviews department objectives and work plans regularly and suggests administrative innovations to maximize efficiency and efficacy.

5. Assists with budget management and tracking, including:

a. Analyzing, researching, assembling and tracking all relevant financial information for providing support in managing the department budget.

b. Monitoring budget allocations, expenditures and related financial activities to ensure all allocations and expenses are accurate.

c. Collaborating with internal staff and external providers to track and maintain budgets over the course of a fiscal year.

d. Tracking all department contracts and agreements in partnership with Legal, obtaining approvals and distributing executed documents to external consultants and Finance, along with required exhibits and payment documents utilizing the current software program.

Talent and Human Resources Projects (35% of time)

1. Archives the annual Employee Conflict of Interest Disclosure and Code of Ethics forms.

2. Prepares for Talent & Total Rewards Committee and Board Meetings.

a. Coordinates with the Executive Office to schedule Talent & Total Rewards Committee meetings with Trustees, consultants, and staff.

b. Assembles electronic Board memos and quarterly Board materials.

c. Proofreads and finalizes documents and posts to appropriate locations adhering to the processes and deadlines set by the Executive Office.

d. Responsible for storage and maintenance of electronic Talent & Total Rewards Committee Board documents.

3. Performs various duties to advance new hire onboarding, staff communication, and all staff development.

a. Coordinates the cadence, schedules, invites staff, supports logistics and preparation for, and tracks all department-initiated Foundation-wide announcements, presentations, trainings, events, and workshops.

b. Manages team content on the Foundation's intranet page.

c. Serves as the THR department's intranet ambassador.

d. Serves as a backup for other team members on items such as publisher for bi-weekly staff newsletter and administrator for staff assessments.

General Administration (25% of time)

1. Prepares correspondence, proofreads memos, and manages department-wide contacts.

2. Processes invoices as assigned.

3. Coordinates business travel, airfare bookings, accommodation arrangements, car services, and Outlook itineraries for THR team members as assigned.

4. Responsible for filing, document management, and preparation of special projects.

5. Creates forms, charts, Excel spreadsheets, Powerpoint presentations, booklets, handouts, and packets of information.

6. Prepares mailings and shipments of materials; opens and distributes department mail. Responsible for ordering THR department office and cleaning supplies and maintaining an adequate storage of supplies in designated areas.

7. Responsible for coordinating with the IT department to maintain operations of office equipment and coordinating with Facilities to maintain cleanliness of the THR department space.

8. Provides support for filing, scanning, and organizing confidential personnel records and documents.

9. Performs other duties as assigned.

10. Strong commitment to the foundation's vision and values with the ability to demonstrate that commitment in daily interactions.

Qualifications

* High school diploma or associate's degree, including course work in business communications, human resources, office management, and related areas.

* Minimum of three years of executive level administrative office or human resources support experience.

* Proven ability to maintain confidentiality and practice discretion.

* Strong interpersonal and communication skills necessary to interact as a team member and with Foundation colleagues.

* Proven experience with advanced Microsoft Word, Microsoft Excel, PowerPoint, Outlook, and creating forms, handouts, and packets of information.

* Proficiency of a variety of administrative and operational software programs preferred, i.e. expense management, general ledger accounts, and project management.

* Proven experience and skill with calendar management, travel arrangements, and proofreading.

* Proven ability to multi-task and prioritize responsibilities.

* Strong commitment to the foundation's vision and values with the ability to demonstrate that commitment in daily interactions.

This position is full-time. The starting salary for this position begins at $60,272.00 per year. Individual offers will be based on the candidate's years of experience and our practice of upholding salary equity within the foundation.

The application deadline for this position is Midnight EST on July 14, 2024. Please attach a cover letter for consideration for this position. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

This position is located in Troy, Michigan and currently has a hybrid schedule. Tuesday and Wednesday are the standard in-office days, however, there may be times when you will have to adjust the days based on work needs.

This position requires occasional travel for foundation activities, events and professional development activities.

Some of the benefits include:

* Health, dental, vision and life insurance

* Paid time off

* Half day Fridays

* 401k and 401k matching

* Tuition reimbursement

* Life, accident and disability insurance

Kresge is proud to be an Equal Employment Opportunity employer and strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+ applicants. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability or other applicable legally protected characteristics.

The Kresge Foundation participates in E-Verify to confirm authorization to work in the United States. For more information on E-Verify and to know your rights please click here.

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