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HR Specialist/Exec Asst - GI

The Company:  Aflac Asset Mgt. LLC
The Location: 

New York City, NY, US, 10005

The Division:  Global Investment
Job Id:  2517

About Our Company

Aflac Global Investments located in New York’s financial district, is the organization responsible for the overall investment activities of Aflac, Inc. With more than 100 employees in the US (New York) and Japan (Tokyo), Aflac’s Global Investments organization seeks to maximize Aflac’s risk-adjusted returns, subject to our liability profile and capital requirements, and generates in excess of $3.0 billion a year in net investment income. As of December 31, 2021, Aflac assets were $149.7 billion with revenues totaling $22.1 billion. 

 

Job Summary

In support of the Aflac Global Investments (GI) mission, GI Human Resources is a strategic partner with the leadership team, business partners, and employees developing and delivering innovative human resource programs and services. We foster an environment that attracts and inspires excellence in people so that GI is successful in its mission. We are committed to working strategically with management in identifying and responding to its changing needs. We partner with management to recruit and retain highly qualified diverse staff, facilitate positive employee relations, train to enhance employee skills, performance and job satisfaction. We create and implement programs to increase organizational effectiveness; we design and deliver fair, competitive benefit and compensation programs. We provide a work atmosphere that is safe, healthy, and secure and conscious of delivering a proper work-life balance. The role will support the overall functional responsibilities of the human resource team with the coordination of day-to-day HR activities, while maintaining the administrative responsibilities managing the practices and collaboration in support the groups assigned within the firm; ultimately dedicated to the overall growth of the company and the general operations of GI.

 

Reports to:  Vice President, GI Human Resources – U.S.

Primary Support:  All functional areas within Aflac Global Investments as well as employees in the assigned functional department’s area.  Executive Assistant will support Human Resources along with 2-3 additional GI departments in support overall to Aflac Global Investments.   

Other Relationships: Other divisions within Aflac Global Investments (includes Japan), corporate business partners, other administrative/executive assistants, facilities, reception, and other key stakeholders.

 

Principal Duties & Responsibilities

Executive Assistant Responsibilities:

  • Initiates, prepares, coordinates, or follows up on administrative functions associated with functional area of support responsibility; coordinates with appropriate teams to ensure resolution of all inquiries and problems expressed to leadership
  • Serves as a liaison between executives, managers, and visitors as required; reviews requests, resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges meetings, and maintains the calendars of assigned functional area; coordinates travel arrangements and schedules meetings, prepares agendas, itineraries, and materials for presentations, and takes and prepares meeting minutes.
  • Prepares a variety of complex, sensitive or routine correspondence on own initiative from drafts or verbal instruction, such as agendas, memos, letters, weekly, monthly, quarterly reports, proposals, charts, etc.; prepares and processes routine forms, expense reports, travel requisitions, purchase orders, confidential invoicing, etc., following standard procedures and responds to inquiries
  • Backs up other administrative/executive assistants and executive receptionist as needed
  • Performs other duties as required

Human Resources Specialist Responsibilities:

  • Recruitment: Assists with the development and administration of the company’s recruitment strategy in support of Aflac’s business needs and corporate values; works with HR team in development of positive relationships with local colleges, universities, civic organizations, search firms as directed to increase the effectiveness of hiring efforts; conducts on-boarding and off-boarding activities for new joiners; conducts new employee orientation and other new hire programs that effectively represents our culture and brand.  Manage stationary orders for new hires and promotions / title changes. Work in collaboration with Aflac’s Talent Acquisition team (all levels) to ensure compliance with internal processes and procedures.
  • Diversity, Equity, and Inclusion: Work in support of GI’s Diversity, Equity, and Inclusion (D,E,&I) Committees goals in connection with the company’s overall goals.  Support the committee chair and members managing current and existing projects as goals advance year over year. 
  • Benefits: Assists Aflac’s Benefit Department and Health & Wellness services and operate as an informed HR liaison as it relates to the following enrollment, administration, and communication of the organization’s employee benefits plan and program initiatives and changes as instructed.  This includes but is not limited to, COBRA, health and welfare, life, LTD, ADD, flexible spending accounts, 401(k), pension etc. Disseminating information about program changes, new services, and eligibility requirements; works in support of questions to ensure that employees understand benefit plans, programs, and services; creates and/or distributes communications that provide information to employees; works to help resolve employee challenges while referring employees to internal stakeholders throughout GI or Headquarters as needed.
  • Philanthropic / Event Planning: Works in support of events, employee engagements, and volunteer efforts; works with Human Resources to plan, organize, and facilitate company events such as Employee Appreciation Week, Diversity Week, and other team building events in support of various GI committees (i.e. GI Diversity, Equity, and Inclusion and Leadership Council.)
  • Leadership, Learning, and Development: Support HR team and GI Executive Leadership of all LL&D company wide trainings and development programs for all staff; while ensuring local state, federal, and other regulatory governing bodies are met and in compliance with current practices; coordinates training venues and schedules as needed.
  • Reporting: Support all HR reporting efforts and communication effectively throughout organization, including headquarters and key stakeholders; such reporting may include required trainings, OSHA reporting, occupational health and safety, compliance, HR headcount and statistics, organizational charts, collection and analysis of workforce data and other informational reporting as needed. This can include but not limited to, recruiting; retention; employee relations; DE&I, headcount reports, Leadership Council, organization charts, turnover, HRIS management, statistical analysis and employee / HR trends, training materials, and other company wide required trainings ensuring 100% participation.
  • Performs other ad-hoc projects or related duties as required.

 

Education/Experience:

  • Bachelor's degree in Business Administration, Human Resources or related field
  • Minimum 2 year or more years of business related experience as an executive assistant or business role; welcomed insurance industry experience with high interest in human resources within an insurance asset management firm.

Skills/Knowledge:

  • Understanding through education and/or experience around the principles, practices, concepts, while open to learn federal and state laws and regulations of human resources such as FMLA, ADA, FLSA, EEOC , ERISA, HIPAA, COBRA, ADA, IRS code 125/129, etc., and all applicable reporting requirements
  • Excellent oral, written, interpersonal communication, and team facilitation skills to effectively interact with senior management, and internal and external customers
  • Well organized with ability to manage multiple competing deadlines, strong Strong analytical and project management skills to interpret and adapt known methods, regulations, system procedures, or operating concepts to new situations
  • Success Factors HRIS system knowledge welcomed
  • Ability to execute on goals, multiple prioritize and meet deadlines in a highly confidential setting
  • Self-motivated, yet accustomed to working and collaborating in a team environment.
  • Ability to solve problems.

 

Technical Skills:

  • Microsoft Office Suite (Excel, Access, PowerPoint, Word, Outlook); Success Factors (HRIS) a plus.

 

We will consider for employment all qualified applicants, including those with a criminal history, in a manner consistent with the requirements of all applicable federal, state, and local laws, including the Los Angeles Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act. Applicants with criminal histories are encouraged to apply.


Nearest Major Market: Manhattan
Nearest Secondary Market: New York City