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Executive Coordinator to Human Resources and Organization and Talent Development - Hartford, CT

Department: Human Resources

FLSA: Non-Exempt

Hours: 35 hours per week with occasional overtime during periods of high work volume

Reports to: Director of Human Resources (Hartford, CT office)


Summary:

Under the supervision of the Director of Human Resources, the Executive Coordinator position will provide administrative support to the Human Resources (HR) and Organization and Talent Development (OTD) departments. In addition to performing basic administrative functions (e.g. phone coverage, calendar management, expense submissions) the ideal candidate will be able to function efficiently both independently and with the team, manage multiple projects and sometimes competing deadlines, have a strong attention detail, and a sharp awareness of the sensitive information supported and maintained by the HR function.


General Administrative Responsibilities:

Prepare invoices and expenses; including preparing expense reports and corporate credit card invoices for multiple team members; and transmitting expense items to Accounts Payable for payment.

Provide phone coverage for HR Department, including organizing conference calls.

Schedule in-person and online meetings; serve as moderator for web-meetings for HR and OTD as needed.

Maintain multiple Outlook calendars including HR, OTD, and New Hire Training schedules.

Draft, edit, and finalize correspondence.

Reserve conference rooms, office bookings and coordinate travel arrangements.


Human Resources Support:

Maintain employee personnel files (paper and electronic).

Administer onboarding and off-boarding workflow process, including update and send departure memos, notify pertinent internal teams by serving as the main HR contact for departure forms in the automated system, and schedule exit interviews.

Schedule interviews for staff hires.

Coordinate staff evaluations, including sending reminders to managers regarding scheduling of coaching conversations and tracking dates of occurrence.

Provide administrative assistance to Benefits Managers, including preparation of benefits materials for new hires and other clerical duties.

Working with vendor, oversee accurate and complete placement of employment posters in each Firm office to comply with legal requirements.

Assist with the coordination of the staff longevity program.

Respond to employment verification requests.

Maintain HR documents on firm’s internal portal and confidential files.

Update Firm organizational charts.

Add new legal applicant data to LawCruit website.


Organization and Talent Development Support:

Coordinate legal and non-legal New Hire Training schedules for multiple new hires across offices following the designated annual schedule and required curriculum. This entails coordinating web-meetings, reserving rooms if needed, creating and sending materials to New Hires, coordinating multiple trainers, and sending calendar invitations.

Coordinate and track associate and partner annual bar plans including, process, track and analyze trends in attorney bar memberships, collect and organize bar plans and process group payments.

Enter CLE credits as needed into CLE-tracking system/Learning Management System


Required Qualifications:

Three years of on-the-job experience performing complex administrative duties in a professional services setting.

Excellent communication and interpersonal skills.

Experience with the Microsoft Office Suite, including managing multiple calendars and general knowledge of basic data reporting and presentation in the form of Excel formulas, pivot tables, and general spreadsheet management.

Ability to accurately prepare routine office correspondence and PDF forms with strict attention to detail.

Ability to organize and prioritize sensitive and complex information under time constraints.

Ability to proofread material for grammatical, typographical, mathematical and spelling errors.


Preferred Qualifications:

1 to 2 years of college.

Previous law firm and/or HR experience.

Experience with HR/Payroll information systems, including administrator-level data entry and reporting.

Experience with a Learning Management System or similar training tracking platforms.

Experience with Applicant Tracking system, including data entry and reporting.