Administrative Assistant – Talent & Westmed Ambulance Service

Full job description

Administrative Assistant – Talent & People

Position Summary

This position is essential to the success of the People function, enabling leadership to operate efficiently while ensuring the various supported departments (Talent Acquisition/HR/Benefits/Operations) runs smoothly. The Administrative Assistant – Talent & People acts as a central hub, supporting both strategic initiatives and daily operations that impact the employee experience.

We are seeking a highly organized and resourceful Administrative Assistant to support the Director of Talent Acquisition & People while also providing operational and administrative support to the departments that roll up to the Director. This role plays a critical part in ensuring the efficiency of leadership operations, talent initiatives, and day-to-day functions. The ideal candidate exercises strong judgment, discretion, and demonstrates a passion for people, processes, and organizational excellence.

Key Responsibilities

• Provide high-level administrative support to the Director of Talent Acquisition & People
• Manage and coordinate complex calendars, meetings, and travel
• Respond to email correspondence both externally and internally
• Assist with onboarding and offboarding processes (documentation, scheduling, coordination)
• Maintain employee records with accuracy and confidentiality
• Supports the Director at job fairs, presentations, and related outreach/recruitment events
• Prepare reports, presentations, and meeting materials
• Track key initiatives, action items, and deadlines, ensuring timely follow-through
• Assist with employee engagement initiatives, events, and communications
• Serve as a liaison between the Director and internal/external stakeholders
• Handle confidential information with professionalism and discretion

Operational & Project Support

• Coordinate onboarding documentation daily
• Support Westmed employee branded projects, including process improvements and special initiatives
• Supports a wide range of employee engagement initiatives including: events, programs, operational needs, ensuring smooth execution of both strategic projects and day-to-day activities.
• Coordinate cross-functional meetings and communications between departments
• Assist in the development and maintenance of policies, procedures, and documentation
• Monitor and organize departmental workflows and administrative processes

Qualifications

• Associate or Bachelor’s degree preferred (or equivalent experience)
• 3–5+ years of experience supporting senior leadership, ideally within Talent Acquisition, or People Operations
• Strong organizational, time management, and multitasking abilities
• Excellent written and verbal communication skills
• High level of discretion and professionalism when handling sensitive information
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word,)
• Experience with HRIS systems and applicant tracking systems (ATS) preferred

Westmed Ambulance Service is an Equal Opportunity / Affirmative Action Employer. It is Westmed Ambulance Service’s policy to provide equal opportunity to all qualified applicants for employment, and not to discriminate on any basis of age, citizenship, color, physical disability, mental disability, medical condition, pregnancy, genetic information, military or veteran status, marital status, national origin, race, ancestry, religion, gender, sexual orientation, gender identity, gender expression or any class protected by State law.

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Work Location:

In person