Executive Administrator - Human Resources

JOIN THE TEAM THAT’S POWERING PROGRESS

Building cities. Driving commerce. Saving lives. For over 100 years, Allison Transmission has powered the vehicles and technology that move our world forward.
What powers us? Our employees. From the first person hired by James Allison in 1915 to the thousands across the globe who work for Allison today, we’re driving progress everywhere because we employ top talent worldwide.  

Learn more about this role and how you can begin driving your career forward!

Job Title:

Executive Administrator - Human Resources

Pay Grade:

S4

Job Description:

Key Purpose of the Role

The Executive Administrator will contribute to the efficiency of the business by providing confidential, personalized, and timely support to the VP, HR & Chief People Officer, and other department staff as necessary. Including managing and maintaining calendars, scheduling meetings with agenda management, and tracking meeting actions, arranging travel, preparing expense reports, gathering, and reporting information,  assisting with budget process and human resource project support. This role will deal with a diverse group of external collaborators and visitors as well as internal contacts at all levels of the organization.

Key Responsibilities

• Preparation of HR Leadership meeting agendas and maintaining HR Leadership meeting cadence calendar in accordance with annual business cycle.
• Documenting meeting action items, updating the action item spreadsheet and notifying action owners.
• Coordinate team communications, correspondents, plan events both internally and externally.
• Coordinating various meetings (internal and external) with interaction with board members in support of Compensation Committee and NCG activities.
• Assisting Global HR Town Hall leads with meeting preparation
• Assisting with coordination of HR related special projects.
• Visitor Management
  • Verifying citizenship for visitors and HR contract personnel
  • Entering visitors in Allison’s Visitor Management System
• Onboarding HR new hires and offboarding departing employees.
• Maintaining HR organizational chart and phone roster.
• Managing Executive Level electronic documentation, reports, and presentations.
• Submitting Maximo facility ticket requests and following up on requests.
• Submitting Purchase Order Requisitions
• Scheduling candidate interviews and travel
• Preparing HR files for off-site retention
• Manage Process Central Ownership for HR department.
• Office supply and copy paper orders and distributing department mail

Key Performance Measures

• Ability to meet deadlines and achieve results in line with departmental operating cadence.
• Completion of assigned projects either as leader of project or participant
• Highest level of confidentiality and diplomacy across all partners

Qualifications

• Bachelor’s degree desired or associates degree plus equivalent experience in Human Resources, Business Administration, or related field likely attained over 7+ years practical experience.
• High Proficiency in MS Office applications (Word, Excel, PowerPoint),
• Knowledge of Workday or ServiceNow advantageous
• Certification in HR (e.g., PHR, SHRM-CP) is a plus.
• Written and verbal reasoning communication skills

Experience

Required:

• Proven experience in an HR coordinator role or an administrative role with a high degree of complexity gained oer a minimum of 5 years.
• Reported directly to a C-Suite Executive or senior executive in a publicly listed organization.

Preferred:

• Experience in tasks such as tracking budgets and expenses and using financial management/ purchasing systems.
• Experience in creating internal processes and filing systems.

Competencies and Behaviors

• Maintain a professional and positive manner with a customer first attitude.
• Ability to handle sensitive information with high degree of confidentiality
• Ability to work independently, with good judgement and under pressure, with limited time and deadline constraints.
• Ability to plan, prioritize, and organize a diversified workload.
• Ability to handle multiple personalities and build appropriate rapport
• High degree of integrity, business ethics and trustworthiness.

• Excellent communication skills and interpersonal skills.
• High attention to detail, organizational skills, and time-management skills, whilst navigating multiples of tasks.
• Strong problem-solving and critical thinking abilities.
• Team player with collaborative approach.

Scope

Travel Requirements

• Less than 10%.

Primary Location:

Indianapolis, IN

Additional Locations:

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 [email protected].

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.