Executive Assistant and HR Coordinator (Located in NY CT Hybrid)

Executive Assistant and HR Coordinator

(Located in Westchester NY / Fairfield County CT Hybrid)

(Exempt)

Company Overview: Ethos Pet Brands is the parent company of Natural Balance and Canidae pet brands. By joining forces under Ethos Pet Brands these premium pet food brands strengthen their commitment to delivering the highest quality nutrition. We believe in the power of strong brands to connect with pet parents and create meaningful experiences.

The Executive Assistant and HR Coordinator will work in a hybrid environment and will have dual reporting to the CEO Ethos Pet Brands and Human Resources. This role must be based in the New York/CT area. The key responsibilities and duties of this position include but are not limited to:

Key Responsibilities:

Executive Support CEO:

• Calendar and Scheduling: manage and maintain the CEOs calendar ensuring smooth scheduling of meetings calls and travel. Prioritize competing demands and flag conflicts.
• Meeting Management:coordinate board meetings leadership team sessions and client/vendor meetings which include hotel stays and meals and dinners.
• Communication & Gatekeeping:act as a liaison between CEO and internal/external stakeholders. Maintain confidentiality and judgement when handling sensitive information.
• Travel and Logistics: Arrange flights accommodation and ground transportation. Anticipate travel-related needs.
• Information & Document Management:organize and maintain digital and physical files. Maintain confidential documents (contracts reports board decks).
• Project & Task Support: track deliverables for key initiatives and keep the CEO and Human Resources department updated. Coordinate with cross-functional teams to ensure projects are progressing. Prepare presentations spreadsheets and reports.
• Financial & Administrative Support:process expenses and reimbursements. Track budget items or invoices as needed.
• Relationship Management:maintain CEOs professional contacts. Draft thank-you notes follow-ups and holiday/birthday outreach.
• Office & Team Support: help coordinate company-wide events or town halls. Attend SLT meetings virtually or in person.

Human Resources:

Pre-screening and Onboarding Support:

• Coordinate background checks drug screenings and other pre-employment requirements.
• Onboard employees into ADP ensuring all documents are signed and completed including I-9 forms offer letters employee handbooks policies and agreements (i.e. LTIP Confidentiality Arbitration etc.). Ensure all onboarding paperwork is saved in the employees primary file.
• Coordinate the remote new hire onboarding including sending pre-screening emails initiating ADP onboarding communications arranging shipment of new hire welcome boxes and sending personalized first-day welcome emails to ensure a positive start etc.

Data and Reporting:

• Utilize HRIS systems for data entry modification and reporting.
• Maintain accuracy of employee data.

HR & HRIS Administration:

• Review timecards bi-weekly for remote locations directing inquiries to the appropriate supervisors/managers.
• Update ADP with new hires terminations shift changes promotions and leave statuses.
• Maintain and update organizational charts in and out of ADP.
• Prepare and maintain employment records related to hiring termination leaves transfers or promotions using ADP.
• Support Sr. HR manager by creating job descriptions and job postings upon request.
• Ensure job descriptions are accurate and saved on file for all Ethos roles.
• Prepare meeting agendas and take detailed minutes during HR meetings ensuring all key points and action items are accurately recorded.
• Collaborate with HR Sr Managers to facilitate company monthly town halls create monthly newsletters create flyers for upcoming events etc.
• Assist with various HR projects and tasks as needed i.e. company intranet all company meeting planning team tailor etc.
• Other duties as assigned i.e. ordering employee gifts onboarding new vendors etc.

MINIMUM QUALIFICATIONS

• Bachelors degree in Human Resources Business Administration or a related field.
• A strong interest in HR administration including recruitment onboarding and HRIS data management.
• Proficiency with HRIS systems preferably ADP and strong Microsoft Office skills especially Excel.
• Excellent organizational and multitasking abilities with a keen attention to detail and accuracy.
• Strong interpersonal and communication skills with the ability to handle sensitive and confidential information professionally.
• Ability to work well with others.
• Must be willing to submit a background check and pre-employment drug screening
• Must be eligible to work in the US

PREFERRED QUALIFICATIONS

• Strong problem-solving skills and the ability to adapt to changing priorities.
• Able to work independently in a remote environment

ESSENTIAL FUNCTIONS

• Must be able to lift up to 25 pounds at times

• Must be able to relay accurate information via multiple communication vehicles including verbal and written mechanisms

• Ability to remain in a stationary position for up to 8 hours

• Ability to operate a computer and other office technology

• Ability to observe details at close range

• Occasionally travel for work up to 20% of the time

• Occasionally Ascend/descend stairs

Ethos is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race religion color national origin gender (including pregnancy childbirth or related medical conditions) sexual orientation gender identity gender expression age status as a protected veteran status as an individual with a disability or other applicable legally protected characteristics. All employment is decided on the basis of qualifications merit and business need.