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Administration/General Management: Administrative/Executive Assistant
Executive Assistant to VP, Corporate and Event Revenue - The San Diego Padres (San Diego, CA)

DUTIES & RESPONSIBILITIES:

·Performs administrative and project support duties, which involve independent judgment, considerable discretion, initiative and tact.  Duties include those that may be sensitive in nature with high-level contacts within the Padres Organization, Corporate Partners, the baseball community and the general public.

·Provides administrative support for the Corporate and Event Revenue Department that requires excellent knowledge of grammar, punctuation, spelling and computer skills.

·Serves as the gatekeeper to the VP, Corporate and Event Revenue related projects. Partners closely with other executives to manage priorities and workflow.

·Manages special projects related to the department as assigned by the VP, Corporate and Event Revenue.

·Screens and prioritizes incoming calls, mail and faxes.  Receives and responds to phone calls and provides information as needed.  Greets and assists visitors including providing basic business hospitality.

·Composes correspondence and other communication including e-mails and letters.

·Interacts with members of the Padres organization on a daily basis with regard to dealings with the Corporate and Event Revenue Department.

·Makes travel arrangements that include airline, hotel and ground transportation and prepares itineraries for the Corporate and Event Revenue Department.

·Arranges for travel and accommodations for out-of-town VIP visitors. Acts as the VP’s stand in for VIP guests when VP is unavailable.

·Organizes and maintains office filing systems for the Corporate and Event Revenue Department.

·Attends meetings, taking and transcribing minutes as required. Acts as the proxy for the VP when asked to do so.

·Participates in planning of special events and hospitality as required by the Corporate and Event Revenue Department.

·Arranges for external facilities as necessary for meetings on behalf of the Corporate and Event Revenue Department.

·Assumes any other duties and responsibilities as assigned.

JOB REQUIREMENTS:  Must meet the following minimum requirements:

·Specialized training beyond high school, a minimum of two years of schooling equivalent to an A.A. degree in Business, Sports Management, or other related field.

·A minimum of seven (7) years relevant office experience in an administrative capacity.  Has worked in this capacity for an executive or manager for at least five (5) years.

·Proficient to expert computer skills (Word, Excel, Access, PowerPoint, Outlook), shorthand and transcribing notes. Demonstrated ability to create memos, professional correspondence, spreadsheets, charts and manage databases.

·Possess very high degree of discretion and professionalism.  Demonstrated ability to interact with and screen public officials, community officials, and other executives as well as public figures.

·Excellent writing, verbal and office organizational skills.  Demonstrated ability to keep track of multiple high priority projects at the same time without error.

·Flexible with regard to working conditions and hours.

·Strong community and industry contacts a plus.

·Highly professional image and demeanor.

·Strong ability to work well with co-workers and supervisors in a team environment.

·Consistent, punctual and regular attendance.

The San Diego Padres are an Equal Opportunity Employer.


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Administration/General Management: Human Resources/Benefits Administration
Coordinator, Human Resources - Washington Nationals (Washington, DC)

Summary:

The HR Coordinator performs a variety of complex and confidential HR duties in support of the Human Resources Department with minimal supervision.  Assists with recruitment activities and leads the onboarding activities for all employees.

Essential Duties and Responsibilities:

HR Systems

  • Input all personnel changes to include new hires, promotions, job changes, salary changes etc. into UltiPro & ABI.
  • Generate basic reports from HR systems.
  • Ensure data integrity by assisting with quarterly audits of ABI and UltiPro systems.  

Compliance

  • Maintains personnel files and other HR records in compliance with regulatory requirements as well as the Nationals Document Retention Policy. 
  • Maintain I-9 documentation and perform yearly audits to ensure regulatory compliance.
  • Ensures Labor Law posters are within both federal and state compliance

 Employee Relations

  • Respond to routine Employee questions concerning regarding employee information, etc.
  • Examine personnel files to answer inquiries and provide information to authorized persons.
  • Monitor and complete employment verifications.
  • Coordinate HR related activities (i.e. Open Enrollment, Suite Night, Employee Softball Game, etc.) that will drive employee satisfaction.

Recruiting                                                             

  • Pre-screen resumes for open positions for Hiring Manager review.
  • Conduct telephone interviews and coordinate candidate interviews in support of hiring Managers.
  • Conduct reference checks as needed.
  • Represent the Nationals at recruiting events.
  • Administer background checks.
  • Assist with the annual seasonal employment job fair.
  • Assist with the coordination of the Intern Program.

On-Boarding  

  • Ensure all documents related to employment are accurately completed by candidates and new hires.
  • Assist HR Manager in planning and conducting orientation programs for new employees.
  • Ensure office/cubicle, computers, office supplies, etc. are available for employee on day 1.
  • Coordinates with Manager and Security to obtain badges for new employees.

Termination

  • Responsible for generating IT Access Termination and various Termination forms for departing employees
  • Unemployment Cases – respond to Separation Requests. Notify HR Manager or HR VP of any discrepancies in order to formulate appropriate responses.

Administrative

  • Facilitates and tracks approval of all HR forms and paperwork ensuring all appropriate approvals are received.
  • Opens, screens and distributes mail, faxes, shipments, etc; prepares outgoing mail, faxes, shipments, etc. including special handling requirements such as overnight delivery.
  • Updates website’s Front Office Directory on a weekly basis
  • Conducts yearly audit of email signatures and titles to ensure consistency and accuracy.
  • Supports all members of the HR team on administrative duties as needed.
  • Other duties as assigned.

Minimum Education and Experience Requirements

  • Four year college degree in Human Resources, Business Administration, or related field of study.
  • Minimum of 3 years human resources experience.
  • Experience providing full-cycle recruitment support preferred.
  • UltiPro/ABI experience preferred.
  • Team and/or sports experience preferred.

Knowledge, Skills, and Abilities necessary to perform essential functions

  • Knowledge of all Federal employment, EEO, and Affirmative Action requirements.
  • Experience with recruitment techniques and HR applicant tracking systems.
  • Strong verbal and written communication skills.
  • Strong interpersonal skills.
  • Ability to quickly adapt and flex according to business and customer needs.
  • Ability to recognize root cause of issues and to proactively develop solutions.
  • Strong organizational, time management and project management skills with the ability to prioritize workload to meet deadlines.
  • Understands how to manage information, balancing employee confidentiality with business needs; knows when to communicate upwards.
  • Computer proficiency and technical aptitude with the ability to utilize MS Word, Excel, Power Point, and HRIS systems such as UltiPro and ABI.
  • Occasional evening or weekend work may be required.
  • Knowledge of MLB policies and procedures preferred.
  • Uphold Core Values: Excellence, Performance, and Accountability.  These core values set the tone in everything we do, help us succeed on and off the field, make a difference in the community and provide the best guest experience in sports.  It is important that the person in the position commits themselves to these core values so that we can constantly move forward in the same direction – Together.

Physical/Environmental Requirements

  • Office: Working conditions are normal for an office environment.

Note: When you apply for this job online, you will be required to answer the following questions:

1. Yes/No. Do you have a minimum of 3 years experience in Human Resources? If yes, please explain here...
2. Yes/No. Do you have experience providing full cycle recruitment support?
3. In the space provided, please indicate what HRIS systems you have experience with...


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