Executive Assistant

Description: For more than a century, Bliley’s Funeral Homes \& Cremation Center has been committed to service, trust, and professionalism. Joining our team means being part of a legacy of care and a culture where every associate contributes to the experience families remember. We seek individuals who hold themselves to a high standard and find meaning in helping others. **Summary of Job Function** The Executive Assistant provides high\-level administrative support to company leadership by managing schedules, communications, and key administrative processes. This role requires excellent organization, sound judgment, and discretion. **Essential Job Functions** The associate must be able to perform the following essential functions with or without reasonable accommodation, which align with the primary duties and responsibilities of the position: **Executive Administrative Support** * Manage and coordinate executive calendars, meetings, and logistics to ensure readiness and on\-time attendance. * Serve as a primary point of contact by answering, screening, routing, and documenting calls/messages accurately and promptly. * Communicate clearly and professionally with associates, vendors, and other stakeholders (phone, email, and in person), representing Bliley’s with tact, discretion, and a service\-oriented approach. **Operations Support** * Coordinate recruitment and staffing support activities (job postings, candidate communications, interview scheduling, and offer process coordination). * Support onboarding and training coordination, including new hire paperwork, orientation scheduling, and follow\-up on required steps. * Maintain accurate employee and recruiting records by scanning, filing, and managing digital and paper files in an organized, retrievable manner. * Coordinate and track routine HR\-related administrative processes such as employment verifications, benefits documentation support, and report preparation. **Administrative \& Operational Support** * Review, prioritize, and route incoming correspondence (mail, legal documents, garnishments, workers’ compensation bills, and general requests) appropriately and promptly. * Support office operations including purchasing, inventory/office supply management, scanning/organizing files, and coordinating business office communications. * Handle sensitive associate and financial information with discretion, exercising sound judgment and maintaining confidentiality at all times. **Event \& Errand Support** * Assist with company event planning and meeting preparation, including scheduling venues, ordering food, and coordinating logistics. * Support occasional setup and cleanup for meetings/events and transport related materials and supplies as needed. * Run business\-related errands as necessary to support company operations. **Primary Duties \& Responsibilities** **Executive Administrative Support** * Manage and maintain executives’ schedules, including meetings and appointments. * Serve as a primary point of contact for internal and external stakeholders by managing correspondence and appropriately screening requests. * Prepare reports, presentations, and meeting materials, ensuring accuracy and timely completion. * Track project timelines and deliverables and follow up to support on\-time completion. * Protect executives’ time by managing incoming requests and prioritizing tasks effectively. * Assist with company event planning, including scheduling venues, ordering food, coordinating logistics (including setup and cleanup, etc.), and supporting meeting preparation. * Assist with collecting receipts from team members and reconciling receipts to monthly credit card statements. * Support scheduling and maintenance of the company calendar as needed. **Operations Support** * Assist the Director of HR \& Education and hiring managers to support staffing needs and maintain accurate job descriptions**.** * Coordinate recruitment activities including job postings, candidate communications, interview scheduling, and offer process coordination. * Support onboarding processes including new hire paperwork, orientation scheduling, and training coordination. * Assist with maintaining accurate and up\-to\-date employee records within HR systems and personnel files. * Process employment verifications and assist with HR documentation requests. * Assist with benefits administration including enrollments, changes, and general associate inquiries. * Support HR compliance activities including audits, reporting, and policy updates. * Assist with preparation of HR reports including headcount, turnover, and recruiting activity. * Support HR initiatives such as engagement activities, training coordination, and process improvements. **Administrative \& Operational Support** * Answer and direct all incoming phone calls to Bliley’s business office, including taking messages and providing information to callers. * Handle sensitive associate and financial information with the utmost discretion and highest degree of confidentiality. * Review and prioritize incoming mail including employment requests, workers’ compensation bills, withholding orders, garnishments, legal documents, and general correspondence. * Support the Director of Finance \& Infrastructure with managing central purchasing and inventory. * Order and maintain company letterhead, business cards, and office supplies. * Scan and organize digital files and promote a paperless work environment. * Assist with onboarding and training administrative associates as needed. * Assist with Care and Concern coordination as needed. * Run business\-related errands as necessary. * Other duties as assigned. Requirements: * Education: Bachelor’s degree required (Human Resources, Business Administration, or related field preferred). * Executive administrative support: Prior experience supporting executive leadership, including calendar management, meeting coordination, and professional correspondence. * Technology: Proficiency with Microsoft Office (Word, Outlook, Excel, Teams, SharePoint) including document preparation, scheduling, and file/record management. * HR operations: Experience supporting recruiting, onboarding, benefits administration, or HR compliance processes; HRIS experience preferred. * Organization \& follow\-through: Demonstrated ability to manage multiple priorities, track deadlines, maintain accurate records, and complete work with minimal supervision. * Professional judgment: Strong decision\-making skills, sound judgment, and the ability to handle sensitive information with discretion and confidentiality. * Service orientation: Demonstrated ability to respond promptly, prioritize requests appropriately, and work effectively with internal and external stakeholders. * Attention to detail: High accuracy in document preparation, data entry, and maintaining personnel and business records. * Communication: Excellent oral, written, and interpersonal communication skills; ability to communicate professionally by phone, email, and in person. * Flexibility: Willingness to adjust priorities and schedule to support business needs, including occasional event/meeting support and errands. **Physical Requirements** * Perform frequent computer and telephone work, including repetitive hand/wrist motions for keyboarding, data entry, document preparation, scanning, and filing. * Sit and/or stand for extended periods; regularly walk, reach, bend, and stoop while performing office tasks, retrieving files/supplies, and supporting meetings and events. * Occasionally lift, move, or transport items up to 25 pounds (e.g., office supplies, files, purchasing/inventory items, and event materials). **Working Conditions** This role is primarily performed in an office setting and involves frequent computer/phone work, document preparation, scanning/filing, and coordination of administrative processes. The position also includes occasional event/meeting support (including setup/cleanup) and business\-related errands. The associate must be able to sit, stand, walk, reach, bend, and lift/transport materials up to 25 pounds as needed to perform these duties. **Work Schedule** This is a full\-time position (40\+ hours per week), typically Monday–Friday during standard business hours. Occasional early mornings, evenings, and/or weekends may be required to support business needs (e.g., meetings/events, recruiting schedules, and time\-sensitive administrative or HR processes). Availability to be on call as business needs arise is required.