Executive Administrator, Vp Of Human Resources

Serves as the Executive Assistant to the VP, HR and as a partner with NYRA’s senior leadership team. The ideal Executive Assistant is a proactive problem-solver with exceptional communication skills and meticulous attention to details. Performing a variety of highly skilled administrative tasks, the Executive Assistant is responsible for office coordination services within the Department of Human Resources and Payroll. The role requires technical skills, impeccable judgment, and initiative over a broad range of situations and alternatives. Confidentiality, political acumen, tact, and courtesy are imperative for the position in handling department matters and consequences of department decisions that may affect internal and external constituents. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

• Employees within this role will have continuous contact/communication with high levels of internal management.
• Assists VP in addressing high level employee and labor relations matters with utmost confidentiality.
• Ensures VP, HR is properly prepared and equipped for all meetings by reviewing and preparing information packages and assisting with presentations.
• Organize team communications and plan events, both internal and off-site.
• Manages the recruitment and on-boarding process for the HR & Payroll department and any confidential searches.
• Manage HR/Payroll leadership team travel logistics and activities, including accommodations, transportation. Serves as the point person for the moves from track to track.
• Provides administrative support to VP, HR including preparation of presentations / training / correspondence, scheduling, travel, and expenses.
• Conducts structured monthly department audit to identify opportunities for improvement in HR & Payroll processes and activities.
• Manages the Saratoga expense check processing and distribution for Organization.
• Owns the department’s contracts calendar and plans pro-actively for opportunities to seek new vendors when appropriate.
• Monitors and manages the budget for the Office of Human Resources, reviews reports, maintains records of expenditures, and recommends budget adjustments.
• Manages PTO time request and submits weekly time keeping for the HR and Payroll department.
• Keeps running task list for VP and assigns priority attention to matters based on time-sensitivity, legal implications, and company needs.

• Proficient in Microsoft Office Suite or similar software.
• Education: Bachelor’s Degree.
• 4+ Years of experience supporting an Executive.
• Excellent organizational skills and attention to detail.
• Experience in overseeing budgets and expenses.
• Must have experience working in a professional office environment, performing administrative duties, and providing support to managers.
• Excellent written and verbal communication skills.
• Ability to maintain confidential information.

Job Competencies:

• Effective Communication Skills (Oral and Written): Conducts or contributes to effective meetings, seeks, and accepts feedback, listens well, shows respect, and is sensitive to others’ viewpoints. Verbal skills: asks good questions; can present ideas and express the company’s mission. disseminates information clearly and concisely. Can write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.
• Coaches and Develops: Clearly communicates performance standards and expectations, delivers candid, specific, constructive, and timely feedback addresses inappropriate behavior immediately, facilitates growth by delegating responsibility and ensuring application of learning, is accessible to provide coaching and support, makes sure people have the right skills and knowledge.
• Values Others: Fosters an environment of mutual trust and respect, listens, and hears what others say, acts honestly and fairly in dealing with others, collaborates with others to achieve results, demonstrates appreciation for the contribution of others, responds to requests from others in a timely manner.
• Achieves Excellence: Takes accountability for actions and results, displays a sense of urgency when required, meets deadlines without compromising quality and accuracy, sets measurable objectives, prioritizes appropriately, and follows through, persists in the face of obstacles to get the job done, identifies issues and addresses them.
• Ethics and Transparency: Understand and uphold the highest degree of ethical standard while improving the quality of racing operations at NYRA, maintaining the integrity of the organization. Must lead by example in ensuring that NYRA policies, practices and federal and state laws and regulations are upheld.
• Consensus Building: Ability to promote cooperation, collaboration, and partnerships between individuals or groups, both inside and outside NYRA; ability to build and maintain trusting relationships with individuals and teams to improve organizational effectiveness; ability to work collegially with the Board, all staff and government authorities.
• Adaptability/Agility: Accepts changes and responds to setbacks positively and with minimal disruption. Able to take on a variety of different tasks and roles within the organization. Learns quickly when facing new problems; experiments and will try anything to find solutions; enjoys the challenge of unfamiliar tasks.
• Teamwork/Collaboration: Builds rapport with a variety of people, including all levels of the organization, and develops alliances to work together toward common goals - is even tempered, generally tactful, and appropriately assertive. Coordinates with and informs colleagues of plans and actions, follows through on commitments, and accepts personal accountability for results. Takes initiative in recognizing teammates for their achievements or for their consistency in delivering quality work. Provides constructive and evidence-based feedback to peers. Consistently volunteers to take on work for the benefit of the team even if that work is outside their regular job expectations.

Annual Salary Range: $70,000 - $85,000