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Executive Assistant, Human Resources

Date: Sep 11, 2021

Location: Irvine, California, US, 92606

Company: Kia America, Inc.

At Kia, we’re creating award-winning products and redefining what value means in the automotive industry. It takes a special group of individuals to do what we do, and we do it together. Our culture is fast-paced, collaborative, and innovative. Our people thrive on thinking differently and challenging the status quo. We are creating something special here, a culture of learning and opportunity, where you can help Kia achieve big things and most importantly, feel passionate and connected to your work every day.

Kia provides team members with competitive benefits including premium paid medical, dental and vision coverage for you and your dependents, 401(k) plan matching of 100% up to 6% of the salary deferral, and time off starting at 14 days per year. Kia also offers company lease and purchase programs, company-wide holiday shutdown, paid volunteer hours, and premium lifestyle amenities at our corporate campus in Irvine, California.

Status

Exempt

Summary

Manages and provides diversified and advanced executive level administrative support and project management to the Director, Human Resources, General Affairs, and Inclusion & Diversity, (HR/GA/ID) and the Sr. Executive Coordinator of Business Administration in Kia North America (Kia NA), while maintaining the highest level of discretion and confidentiality.  

This position is involved in the day-to-day operations of KUS and Kia NA matters, while handling a multitude of general inquiries and assignments that may be related to administrative and compliance support for the Kia NA team.  In addition, this position will be involved in a variety of administrative functions, which includes managing the onboarding and offboarding processes of Executive Coordinators, and other ad hoc tasks.  

This position supports various projects under the HR/GA/ID scope, including but not limited to learning & engagement and inclusion & diversity events, and organization of materials for team member meetings.   

The position requires a forward-thinking self-starter with a proven record for working independently on projects, from conception to completion, and managing a wide variety of activities under tight deadlines, successfully handling a high volume of work by balancing priorities and managing expectations. Collaborates closely with various stakeholders and members of the HR/GA/ID leadership team.
 

Major Responsibilities

Priority Major Responsibility %
1st 

Manages and performs diversified and advanced administrative duties regarding all aspects of the work required in support of the position.  This includes but is not limited to maintaining and coordinating travel schedules, meetings and daily schedules; create clear presentations in PowerPoint, work with KUS and Kia NA assigned executive coordinators as required; maintain confidential filing system; develop tracking reports to monitor assigned projects, process all expense reports; serve as a liaison between Kia HQ, Kia NA, and KUS on various administrative matters.   Work closely with the Director of HR/GA/I&D and Executive Coordinator on complex and sensitive tasks and monitors follow-up action steps on important correspondence and requests. 

40
2nd Perform various ad hoc duties as assigned, which may include, but are not limited to, leading and coordinating various visitor visits (including developing plans and logistical arrangements using professional judgment and discretion), preparing communications to external customers/entities with minimal to no direction, coordinating executive dinners, including all logistical arrangements, updating executive approval decks, and tracking/monitoring external customer inquiries 30
3rd Focus on Executive Coordinator on/off boarding coordination, VISA tracking and follow up. Administrative duties such as scheduling travel, phone distribution, cubicle/office assignment, and other General Affairs functions. Acts as liaison for the Executive Coordinators, Kia NA Business Administration and HR/GA/ID team. 15
4th Consolidate and submit weekly, monthly, quarterly, reports as necessary. Responsible for EAD creations and contract management.  Process PR/PO and manage payment of invoices as needed.    15

 

Education/Certification

Bachelor’s degree or equivalent work experience in office administration and/or office management required.  

Overall Experience

Minimum 5+ years of executive administrative experience required.

Other Requirements:

  • May need to work additional hours outside of normal business hours as required by the job, including weekends or holidays.
  • Korean speaking preferred.
  • Perform other duties as assigned.
     

Directly Related Experience

Minimum 5+ years of executive administrative experience required.

Skills

Ability to adapt to change of priorities, and working in a fast paced environment
Results oriented and meets deadlines
Readily adapts communication understanding that different situations may call for different approaches with different stakeholders and team members
Proactively engage and establish trust with team leaders and cross functional teams, learning the nuances of those groups and applying that to projects and assignments
Creative problem-solver, adapts well to change, and can independently resolve any challenges through proposing and executing solutions
Ability to interface and communicate effectively in a clear and concise manner to all levels of team members, management, vendors, etc.
Ability to maintain the utmost confidentiality on all matters
Detail-oriented and proactive
Strong customer service focus, good written, verbal and time management skills.
Strong PC Skills: Microsoft Office Tools: Word, Excel, Power Point and Office 365.
Strong project management and organizational skills

Competencies

CHALLENGE - Solving Complex Problems
COLLABORATION - Building and Supporting Teams
CUSTOMER - Serving Customers
GLOBALITY - Showing Community and Social Responsibility
PEOPLE - Interacting with People at Different Levels

 

Equal Employment Opportunities

KUS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, ancestry, national origin, sex, including pregnancy and childbirth and related medical conditions, gender, gender identity, gender expression, age, legally protected physical disability or mental disability, legally protected medical condition, marital status, sexual orientation, family care or medical leave status, protected veteran or military status, genetic information or any other characteristic protected by applicable law.  KUS complies with applicable law governing non-discrimination in employment in every location in which KUS has offices.  The KUS EEO policy applies to all areas of employment, including recruitment, hiring, training, promotion, compensation, benefits, discipline, termination and all other privileges, terms and conditions of employment.

 

Disclaimer:  The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification and for this position.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.


Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

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