Executive Assistant, People Team

SUMMARY 

At Magnolia, the Executive Assistant for People team is responsible for providing high-level support to the Vice President of People and Culture and administrative support for People Team. This includes overseeing and managing schedules, coordinating, organizing, and supporting large cross-functional meetings, leading the coordination of large-scale and/or confidential projects and company initiatives directed by the Vice President of People and Culture, and providing support for other key administrative responsibilities of the People Team. This position works from Magnolia Headquarters in Waco, Texas, reports to the Vice President of People and Culture, and has no supervisory responsibilities. 

 ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Schedule and plan efficiently for the Vice President of People and Culture, including managing calendars, meetings, and logistics, ensuring alignment with organizational priorities while maintaining the highest level of confidentiality*  
• Create presentations and decks for meetings and company initiatives in PowerPoint and Google Docs 
• Maintain discretion with confidential information, ensuring a high level of professionalism in all tasks 
• Track, analyze, and organize data using Excel, ensuring accurate reporting and effective budget management 
• Manage and organize shared drives to streamline collaboration and data accessibility 
• Develop, manage and maintain people team standard operating procedures and protocols 
• Draft and manage professional, timely correspondence on behalf of the Vice President of People and Culture 
• Lead and manage cross-functional projects, ensuring alignment with organizational goals and timelines 
• Prepare and organize materials for meetings, including agendas, presentations, and supporting documentation 
• Maintain meticulous tracking and reporting of expenses, ensuring compliance with organizational policies 
• Ensure accurate documentation and processing of personnel files in a timely manner 
• Generate key organizational reports with organizational performance metrics 
• Create, formalize, and maintain a care plan/process that honors staff in life moments (i.e, birth, death, hospitalization, graduation, marriage, etc.)  
• Perform other duties as assigned 

*Metrics evaluated on Performance Review 

 COMPETENCIES 

• Teamwork: Foster a team environment supporting diversity, equity, inclusion, and belonging. Build a team that exemplifies Magnolia cultural and operating values. Effectively evaluate team members' strengths and ensure members are operating in their strengths. Identify, communicate to, and train employees whose performance needs to improve. 
• Critical Thinking: Evaluate and address problems quickly, efficiently, and effectively. Have an analytical and unbiased approach. Understand financial metrics, budgeting, and resource allocation to make decisions. 
• Expertise: Maintain a thorough understanding of your area and each role in it to ensure all work is completed accurately and on time. Stay current on trends and advances in your field.  Foster employees' abilities to become experts by connecting them with the resources and training needed. 
• Communication: Actively engage in listening to teammates and guests and be open to feedback from guests, peers, and management. Interact with various stakeholders including executives and external stakeholders and utilize strong written and verbal communication skills to clearly, concisely, and accurately, convey ideas, expectations, and feedback. 
• Guest Focus: Establish and uphold a culture of exceptional guest engagement and service, setting a standard through exemplary leadership. 
• Strategy and Goal Setting: Approach change with positivity and curiosity, leading through ambiguity. Break down team goals into daily or weekly goals, establish metrics, and communicate what actions employees must take to contribute to achieving these goals. 
• Hard skills: Proficiency in Microsoft Office Suite required. 

 ELIGIBILITY QUALIFICATIONS  

• Bachelor's degree from a 4-year college or university preferred 
• 3+ years of related work experience OR an equivalent combination of education and experience preferred 
• Must be available to work occasional evenings, weekends, special events, and holidays as business needs require 

PHYSICAL DEMANDS 

While performing the duties of this job, the employee is regularly required to sit; use hands and arms to reach, handle, feel; utilize fine motor dexterity of fingers; talk or hear and taste or smell. The employee is frequently required to stand and walk. The employee is frequently required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORK ENVIRONMENT 

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. 

ACKNOWLEDGEMENTS  

Magnolia is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. 

This job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description at any time.