Executive Assistant - Human Resources
Allison Transmission, Indianapolis, IN, United States
Key Purpose of the Role
The Executive Administrator plays a pivotal role in elevating the effectiveness of the HR function by delivering confidential, proactive, and high‑impact support to the Chief People Officer, as well as the broader department. This position is central to keeping the business running smoothly—managing complex calendars, coordinating meetings with clear agendas and follow‑through, supporting travel and expenses, gathering and synthesizing information, assisting with budgeting, and contributing to key HR projects.
The Executive Administrator will partner with a wide range of internal leaders and external collaborators, serving as a trusted representative of the HR function and ensuring a seamless, professional experience for all stakeholders.
Key Responsibilities
Drive the rhythm of the HR function by preparing HR Leadership meeting agendas and maintaining the annual cadence calendar.
Capture and track meeting action items, ensuring owners have clarity and follow‑through.
Coordinate internal and external communications, correspondence, and team events that help keep the department connected and informed.
Support key governance activities by coordinating meetings involving board members for Compensation Committee and NCG initiatives.
Partner with Global HR Town Hall leads to ensure meetings are well‑prepared and smoothly executed.
Contribute to the success of HR‑related special projects, offering organization and momentum.
Provide a welcoming and secure experience through effective visitor management and citizenship verification for visitors and contract personnel.
Manage the onboarding experience for new HR team members and guide offboarding for departing colleagues.
Maintain up‑to‑date HR organizational charts and phone rosters.
Prepare and manage executive‑level documents, presentations, and reports with accuracy and polish.
Submit and track Maximo facility requests to ensure timely follow‑up and resolution.
Create and manage purchase order requisitions to support departmental needs.
Coordinate candidate interviews and travel arrangements, contributing to a positive candidate experience.
Maintain HR file organization, including preparation for off‑site retention.
Oversee Process Central ownership for the HR department.
Manage everyday operational essentials, including office supply ordering, paper restocking, and distributing departmental mail.
Key Performance Measures
Consistently meets deadlines and delivers high‑quality results aligned with HR’s operating rhythm.
Successfully leads or contributes to assigned projects, driving them to completion.
Demonstrates unwavering confidentiality, discretion, and professionalism with all stakeholders.
Qualifications
Bachelor’s degree preferred; or an associate degree plus substantial equivalent experience in HR, Business Administration, or a related field (typically 7+ years).
Strong proficiency in MS Office (Word, Excel, PowerPoint).
Familiarity with Success Factors or ServiceNow is a plus.
HR certification (PHR, SHRM‑CP) desired but not essential.
Excellent written, verbal, and analytical reasoning skills.
Required Experience
Minimum 5 years in a complex HR coordinator or senior administrative role.
Direct support experience for a C‑Suite or senior executive in a publicly traded commercial environment.
Preferred Experience
Experience tracking budgets, expenses, and working with financial or purchasing systems.
Experience designing internal processes and organizing filing/document systems.
Competencies and Behaviors
Professional, positive, and highly customer‑focused approach.
Demonstrated ability to manage sensitive information with discretion.
Strong judgment and resilience—able to work independently and perform under pressure and tight deadlines.
Exceptional organizational skills with the ability to prioritize a diverse workload.
Adept at navigating different working styles and building productive relationships.
High integrity, strong business ethics, and reliable follow‑through.
Clear, confident communicator with strong interpersonal skills.
Detail‑oriented, efficient, and skilled in managing multiple tasks simultaneously.
Resourceful problem‑solver with strong critical‑thinking abilities.
Collaborative team player who contributes to a positive, high‑performing environment.
Travel Requirements
Less than 10%.
Benefits
Choice of medical plans with prescription coverage
Employer HSA contribution
Dental & Vision Insurance
Paid Parental Leave
Short & Long-Term Disability
Other voluntary benefits including: Critical Illness, Hospital Indemnity, Identity Theft Protection and Pet Insurance
401K with generous Company match & contribution
Accrued Paid Time Off
12 Paid Holidays + 1 Floating Holiday
Robust employee wellness program
Tuition assistance program
Allison Transmission is an equal opportunity employer. We have opportunities for all qualified applicants regardless of age, race, color, sex, religion, creed, national origin, disability, sexual orientation, gender identity/expression or veteran status.
If you are an individual with a disability or a disabled veteran requiring assistance and/or reasonable accommodations reviewing any of the careers information, please contact us at ati+ask4max@service-now.com.
Please note that Allison Transmission will make an offer of employment only to individuals who have applied for a position using our official application. Be on alert for possible fraudulent offers of employment. Allison Transmission will not solicit money or banking information from applicants.
#J-18808-Ljbffr
The Executive Administrator plays a pivotal role in elevating the effectiveness of the HR function by delivering confidential, proactive, and high‑impact support to the Chief People Officer, as well as the broader department. This position is central to keeping the business running smoothly—managing complex calendars, coordinating meetings with clear agendas and follow‑through, supporting travel and expenses, gathering and synthesizing information, assisting with budgeting, and contributing to key HR projects.
The Executive Administrator will partner with a wide range of internal leaders and external collaborators, serving as a trusted representative of the HR function and ensuring a seamless, professional experience for all stakeholders.
Key Responsibilities
Drive the rhythm of the HR function by preparing HR Leadership meeting agendas and maintaining the annual cadence calendar.
Capture and track meeting action items, ensuring owners have clarity and follow‑through.
Coordinate internal and external communications, correspondence, and team events that help keep the department connected and informed.
Support key governance activities by coordinating meetings involving board members for Compensation Committee and NCG initiatives.
Partner with Global HR Town Hall leads to ensure meetings are well‑prepared and smoothly executed.
Contribute to the success of HR‑related special projects, offering organization and momentum.
Provide a welcoming and secure experience through effective visitor management and citizenship verification for visitors and contract personnel.
Manage the onboarding experience for new HR team members and guide offboarding for departing colleagues.
Maintain up‑to‑date HR organizational charts and phone rosters.
Prepare and manage executive‑level documents, presentations, and reports with accuracy and polish.
Submit and track Maximo facility requests to ensure timely follow‑up and resolution.
Create and manage purchase order requisitions to support departmental needs.
Coordinate candidate interviews and travel arrangements, contributing to a positive candidate experience.
Maintain HR file organization, including preparation for off‑site retention.
Oversee Process Central ownership for the HR department.
Manage everyday operational essentials, including office supply ordering, paper restocking, and distributing departmental mail.
Key Performance Measures
Consistently meets deadlines and delivers high‑quality results aligned with HR’s operating rhythm.
Successfully leads or contributes to assigned projects, driving them to completion.
Demonstrates unwavering confidentiality, discretion, and professionalism with all stakeholders.
Qualifications
Bachelor’s degree preferred; or an associate degree plus substantial equivalent experience in HR, Business Administration, or a related field (typically 7+ years).
Strong proficiency in MS Office (Word, Excel, PowerPoint).
Familiarity with Success Factors or ServiceNow is a plus.
HR certification (PHR, SHRM‑CP) desired but not essential.
Excellent written, verbal, and analytical reasoning skills.
Required Experience
Minimum 5 years in a complex HR coordinator or senior administrative role.
Direct support experience for a C‑Suite or senior executive in a publicly traded commercial environment.
Preferred Experience
Experience tracking budgets, expenses, and working with financial or purchasing systems.
Experience designing internal processes and organizing filing/document systems.
Competencies and Behaviors
Professional, positive, and highly customer‑focused approach.
Demonstrated ability to manage sensitive information with discretion.
Strong judgment and resilience—able to work independently and perform under pressure and tight deadlines.
Exceptional organizational skills with the ability to prioritize a diverse workload.
Adept at navigating different working styles and building productive relationships.
High integrity, strong business ethics, and reliable follow‑through.
Clear, confident communicator with strong interpersonal skills.
Detail‑oriented, efficient, and skilled in managing multiple tasks simultaneously.
Resourceful problem‑solver with strong critical‑thinking abilities.
Collaborative team player who contributes to a positive, high‑performing environment.
Travel Requirements
Less than 10%.
Benefits
Choice of medical plans with prescription coverage
Employer HSA contribution
Dental & Vision Insurance
Paid Parental Leave
Short & Long-Term Disability
Other voluntary benefits including: Critical Illness, Hospital Indemnity, Identity Theft Protection and Pet Insurance
401K with generous Company match & contribution
Accrued Paid Time Off
12 Paid Holidays + 1 Floating Holiday
Robust employee wellness program
Tuition assistance program
Allison Transmission is an equal opportunity employer. We have opportunities for all qualified applicants regardless of age, race, color, sex, religion, creed, national origin, disability, sexual orientation, gender identity/expression or veteran status.
If you are an individual with a disability or a disabled veteran requiring assistance and/or reasonable accommodations reviewing any of the careers information, please contact us at ati+ask4max@service-now.com.
Please note that Allison Transmission will make an offer of employment only to individuals who have applied for a position using our official application. Be on alert for possible fraudulent offers of employment. Allison Transmission will not solicit money or banking information from applicants.
#J-18808-Ljbffr