Specialist, Office of VP Environment Health & Safety

Overview

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

• 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

• 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

• 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

• 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.

• 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

• Driver's License Required

• 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

• 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.