Executive Human Resources Assistant (18-month contract)

Our Team

Vista is the industry leader in personalized physical and digital products. We empower over 17 million global customers to make an impression – and we’re fueled by forward-thinking and innovative technology. Just last year, Vista generated $1.508B in revenue through customized print products, signage, apparel, websites and more.

About the Role:

The Lead, HR Coordinator is a key pillar of the North American Human Resources team and is a shared resource to the People Relations, Learning & Development, Disability Management and HR Leadership functions. This role is responsible to support and coordinate various functions within HR and the greater business including creation and control of HR, Leadership and plantwide communications, HR project coordination, training program management including scheduling and tracking of training and open issues tracking. This role reports to the Director, NA Human Resources.

What You Will Do:

• Central resource for HR Leadership and driving inter-functional processes
• Support the updating of policies and forms ensuring the correct format and template
• Responsible for the managing the internal policy approval process for HR and Senior Leadership Team and document control for HR
• Responsible for attending plant meetings with the Sr. Leadership Team to record and maintain meeting minutes, develop action register and coordination the completion of tasks/actions per the key performance indicators (KPIs) in place.
• Responsible for reporting out on relevant communication KPI’s and monitoring trends within them
• Responsible for drafting and editing company communications and overseeing the communication cascade process, while also timing communications to ensure there is no overlap
• Develop standardized process through the creation of Standard Operating Procedures that can be used for best practices sharing across the global manufacturing organization (WND, RNO)
• Lead the application process for award submissions on behalf of Vistaprint Windsor with oversight from Sr. Leaders
• Managing, developing and implementing communication responses for team member question forums (Ask Me Box, Info2020, All Hands, Roundtable) to respond, triage and follow up as required to ensure timely responses
• Responsible to schedule project meetings, maintain project documentation such as project plans, meeting minutes, and monitors project progress and timelines to assist with timely project delivery
• Central point of contact for initial Learning & Development inquiries and scheduling, manages inquires with high degree of tact and diplomacy
• Maintenance of HR training calendar
• Coordinate training sessions including facilitator, catering, guest speakers, rooms, room set up in SAP and needed printed materials
• Proofread new material including manuals, PowerPoint decks and handouts
• Maintain all presentation decks to ensure they are current and relevant – make minor modifications to content
• Produce training reports and report out monthly to managers regarding compliance related training
• Track and file training acknowledgements
• Data entry into Training module to ensure all training is recorded
• Produce training reports to ensure all compliance training is completed in accordance with legislation
• Manage training supplies (P.O’s) for CPR/First Aid and Supervisory Development Program
• Record and track tuition reimbursement requests
• Prepare reimbursement documents and liaise with payroll department to ensure tuition reimbursements are paid out in a timely manner
• Maintaining the highest level of confidentiality in all areas of responsibility
• Other duties and projects as assigned

What You Need:

• Post-Secondary Education in Human Resources, Business Administration, Communication or a related field or equivalent work experience.
• 3+ years’ experience with emphasis on project coordination, communication and administration preferably in a large manufacturing environment
• Previous experience in project management an asset
• Ability to communicate effectively and professionally at an executive level (both verbal and written)
• Highly developed organization skills, including superior attention to details and accuracy
• Ability to manage multiple projects and tasks simultaneous
• Must be capable to adapt and adjust to changing needs and priorities quickly
• Strong in the use of the Google Suite (Sheets, Slides, Docs)

About Us

Vista is the design and marketing partner to millions of small businesses around the world. For over 20 years we’ve been inspired by small businesses, and we work incessantly to deliver solutions to their evolving needs. VistaCreate, 99designs by Vista and VistaPrint, all under the parent brand Vista, represent a full-service design, digital and print solution, elevating small businesses’ presence in physical and digital spaces and powering them to achieve success. Vista is focused on making great marketing and design accessible to every small business owner, allowing them to create a cohesive brand image for use in-store, online and on-the-go.

Commitment to Diversity, Equity, & Inclusion

Vista exists to help our customers live their dreams. Each dream is unique – and the Vista team needs to be as well. We believe in the unique contributions of everyone within a diverse global organization. We are collaborative, inclusive, and innovative. We strive to role model and live an inclusive culture of fairness, respect and belonging for all. And we work together to empower each other, creating a space in which each of us can spark our next great idea.

Equal Opportunity Employer

Vista, a Cimpress company, is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, sex, national or ethnic origin, nationality, age, religion, citizenship, disability, medical condition, sexual orientation, gender identity, gender presentation, legal or preferred name, marital status, pregnancy, family structure, veteran status or any other basis protected by human rights laws or regulations. This list is not exhaustive and, in fact, in many cases, we strive to do more than the law requires