Executive Assistant - Human Resources at Lifetime Assistance, Inc. in Rochester, NY

Job description

• Lifetime Assistance – Executive Assistant
• Make an Impact. Create Joy. Shape the Future.
• At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job—it’s a chance to transform lives, including your own.
• Job Title: Executive Assistant
• Location: 425 Paul Road, Rochester, NY, 14624
• Department: Human Resources
• Reports To: Chief Human Resources Officer (CHRO)
• Employment Type: Full-Time - 40 Hours
• Starting Wage: $27.88 – $30.28/hour

Responsibilities

• Serve as the CHRO’s right hand, providing proactive executive support and managing calendars, meetings, correspondence, expense reporting, competing priorities, and confidential matters with precision and discretion.
• Anticipate the CHRO’s upcoming deadlines, meetings, commitments, and information needs, proactively ensuring they are organized and prepared.
• Coordinate complex meetings involving executive leadership, internal stakeholders, external partners, and committee members.
• Prepare agendas, presentations, reports, correspondence, and materials for executive, committee, and leadership-level meetings.
• Attend Retirement Committee meetings; coordinate agendas and meeting materials, document minutes, and support appropriate follow-up.
• Track commitments, action items, deadlines, and follow-up activities on behalf of the CHRO to help ensure priorities move forward.
• Support special projects, organizational initiatives, presentations, and other priorities led by the CHRO.
• Serve as a key operational resource to the HR Leadership Team, coordinating department priorities, projects, reporting, and administrative needs while maintaining primary responsibility for supporting the CHRO.
• Plan and coordinate HR department team-building, recognition, and other employee engagement activities.
• Maintain accurate and confidential employee records and HR documentation, including personnel files, organizational charts, internal resources, SOPs, and HR SharePoint content.
• Respond to audit and documentation requests, employment verifications, and authorized internal requests for employee information while maintaining confidentiality, accuracy, and appropriate controls.
• Administer the Agency’s Referral and Welcome Bonus programs from eligibility determination through payout, including tracking, reporting, employee communication, and education regarding program requirements.
• Support HRIS administration and data integrity, including serving as backup for employee status changes, termination documentation, and employee information updates.
• Prepare and distribute recurring HR and compliance reporting, including monthly fraud-check reporting and weekly termination reports.
• Provide responsive operational support across Human Resources, including HR Help Desk coverage, new-hire workspace coordination, front-desk backup, and assistance with department procedures and employee inquiries.
• Collaborate with HR leaders and cross-functional partners to keep department activities organized, responsive, and moving forward.
• Identify opportunities to improve administrative processes, department organization, documentation, and operational efficiency.
• Perform other administrative, reporting, coordination, and special-project responsibilities as assigned in support of the CHRO and Human Resources department.

Requirements

• Associate degree in business administration, HR, or related field (or equivalent experience).
• 5+ years of progressively responsible executive support experience.
• Proven success supporting senior leaders and juggling multiple priorities with ease.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint, with demonstrated ability to work effectively with data, reports, and spreadsheets.
• Outstanding organization, follow-through, and attention to detail.
• Excellent written and verbal communication skills.
• Sound judgment and the ability to handle confidential information with discretion.
• Preferred: 5 years of prior executive support experience, HR department experience, and HRIS management experience.

Skills

Preferred

• HRIS management experience

Benefits

• No-Premium Health Insurance Option: Access comprehensive healthcare at no extra cost.
• Education Support: Tuition assistance and scholarship opportunities.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person — both those we support and our employees alike.