Administrative Assistant - Talent

Position: Administrative Assistant - Talent & People
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.
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