Specialist, Office of VP Environment Health & Safety

Job description

This is a dual-role position that provides administrative and organizational support to the Office of the Vice President of Environment, Health & Safety (EH&S), while also supporting a variety of department programs and initiatives. The ideal candidate will be highly organized, proactive, adaptable, and comfortable working in a fast-paced environment with employees and leaders across the organization. This position offers the opportunity to gain broad exposure to EH&S operations while supporting executive priorities, employee onboarding, department programs, events, and other initiatives.

This position does not provide employment pursuant to the terms of a STEM OPT Training Plan.

Responsibilities

Core Responsibilities

Provide administrative and organizational support to the Vice President and direct report staff, including coordination of day-to-day Office of the VP activities. Manage the Vice Presidents calendar, prioritize meeting requests, resolve scheduling conflicts, and coordinate with other executive offices and stakeholders. Coordinate leadership and department meetings, including scheduling, agendas, presentations, materials, logistics, attendees, and follow-up actions.

Serve as a key point of contact for the Office of the Vice President, appropriately coordinating and routing requests while maintaining confidentiality and professionalism. Track action items, commitments, deadlines, approvals, and other follow-ups to support timely completion of department priorities. Prepare and organize presentations, correspondence, briefing materials, meeting notes, reports, and other executive-level materials.

Coordinate administrative requirements including travel, expenses, time entry, records, visitors, distribution lists, and other Office of the VP needs. Coordinate aspects of the EH&S new-hire onboarding experience, including welcome communications, meetings, materials, resources, and related activities. Support the planning, coordination, and implementation of select EH&S programs, department-wide initiatives, events, and special projects.

Qualifications

Required Education/Experience

• Bachelor's Degree and 2 years' relevant work experience or Associate's Degree and 4 years' relevant work experience or High School Diploma/GED and 5 years' relevant work experience Preferred Education/Experience Associate's Degree in a related discipline (Environmental Science, Business, Human Resources, Communications, etc.) and 4 years' relevant experience
• Bachelor's Degree in a related discipline (Environmental Science, Business, Human Resources, Communications, etc.) and 2 years' relevant experience

Relevant Work Experience

• Excellent verbal, written, and interpersonal communication skills with the ability to interact effectively and professionally with employees and leaders at all levels, required.

Strong organizational and time-management skills with demonstrated ability to manage multiple priorities and meet deadlines, required. Demonstrated ability to take initiative, work independently, navigate ambiguity, and exercise sound judgment in a fast-paced environment, required. High proficiency with Microsoft 365 applications, including Outlook, Word, PowerPoint, Excel, and SharePoint, with the ability to quickly learn new technologies and systems, required.

Demonstrated ability to handle sensitive and confidential information with professionalism and discretion, required. Experience supporting or coordinating programs, projects, onboarding activities, meetings, events, or similar initiatives, preferred. Familiarity with AI-enabled productivity tools, automation, and emerging workplace technologies, preferred.

Skills and Abilities

• Strong written and verbal communication skills
• Demonstrated time management and priority setting skills
• Demonstrated problem solving skills
• Demonstrates excellent judgment and decision making skills Well organized, detail oriented and flexible to handle multiple assignments
• Ability to build strong customer relationships
• Excellent collaboration and team building skills Licenses and Certifications Driver's License Required Physical Demands
• Ability to push, pull, and lift up to 40 pounds Sit or stand to answer a phone for the duration of the workday Sit or stand to use a keyboard, mouse, and computer for the duration of the workday Stand to use/operate office equipment for the duration of the workday
• Ability to read small print and symbols Additional Physical Demands The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.