HR Admin Assistant

GENERAL DESCRIPTION

: The HR Administrative Assistant provides comprehensive administrative support to the Vice President of Human Resources and the Human Resources department, while serving as the primary reception point for the Home Office. This position supports the day-to-day operations of the HR department through calendar and meeting coordination, document and records management, employee and visitor support, communications, event coordination, special projects, and other administrative activities.

The HR Administrative Assistant regularly handles confidential and sensitive information and is expected to exercise sound judgment, discretion, initiative, professionalism, and a high level of attention to detail. The position works closely with HR leadership and team members and serves as a key resource for employees, visitors, and other internal and external contacts. ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS: Administrative Support to VP of HR & Human Resources Department Provide comprehensive administrative and project support to the Vice President of Human Resources (VPHR), including calendar and meeting management, correspondence, travel arrangements, expense reporting, research and data analysis, report preparation, and tracking of projects, action items. Coordinate full-cycle onboarding and compliance processes, including new hire orientations, I-9 collection and verification, onboarding task management, policy acknowledgements, and badge/access coordination. Coordinate the monthly random drug testing administration and ordering of supplies. Manage administrative operations of the HR department, including document preparation and records management, to include maintenance and tracking of confidential HR departmental records; agreements, renewals, expirations, and deadlines; coordinate off-site records storage; and assist with document, legal, and subpoena-related requests as directed. Responsible for company mailings and shipping, invoices and vouchers, supplies, equipment, conference room scheduling, meeting logistics, and coordination with IT, Facilities, and other departments. Prepare, format, proofread, and finalize correspondence, reports, presentations, spreadsheets, training materials, employee communications, flyers, announcements, meeting agendas, minutes, and other departmental materials. Maintain departmental calendars, contact information, key dates, recognition dates (EMR, Rally), and company events. Coordinate HR meetings, department events, celebrations, lunches, and other employee activities, including logistics, communications, materials, and follow-up. Manage HR suite organization and facility needs, including equipment, supplies, maintenance, storage, shredding, and general workspace organization. Assists Benefits Manager with monthly enrollment packages & tracking, monitoring of open enrollment presentations, and prepares annual OE documents. Monitor HR Email Inbox. HR Front Office & Home Office Support Identify and implement opportunities to improve administrative processes, organization, workflow, efficiency, quality, and compliance. Manage daily HR front office operations, providing a professional, welcoming, organized, and secure environment. Greet and assist employees, visitors, and guests; manage access to the HR department; and answer, screen, and direct incoming calls and communications. Administer employee and visitor badge processes in accordance with established policies and procedures and promptly escalate safety, security, workplace conduct, or other concerns to appropriate HR leadership. Manage incoming and outgoing mail, packages, faxes, benefit packets, and departmental mass mailings for HR, Benefits, and Payroll. Support Home Office employee communications and engagement initiatives, including creating and maintaining flyers, newsletters, notices, bulletin boards, and other informational materials; assist with the planning, coordination, and execution of employee events, including Monthly Mingles, the annual Spring Picnic, Staff Appreciation events, and other activities, and provide support as needed for the annual Holiday Party. Maintain current Standard Operating Procedures (SOPs) for assigned responsibilities and cross-train to provide backup administrative support within the HR department. Develop and maintain positive, collaborative, and trusted working relationships with HR team members, management, Home Office employees, field contacts, vendors, and other internal and external partners. Represent the VPHR, Human Resources department, and Company professionally while maintaining appropriate confidentiality and discretion. Maintain regular and punctual attendance and perform other duties as assigned. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook); experience with HRIS systems and electronic personnel records preferred. Strong organizational and time-management skills, with excellent attention to detail, documentation, prioritization, and follow-through. Excellent written, verbal, interpersonal, and customer service skills, with the ability to build effective working relationships across all levels of the organization. Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information with professionalism and discretion. Strong problem-solving, critical-thinking, and decision-making skills, with the ability to work independently and appropriately seek guidance or escalate issues. Adaptable and able to quickly learn new systems, processes, and procedures while effectively managing multiple priorities in a fast-paced environment. Collaborative, team-oriented approach with demonstrated professionalism, integrity, and accountability. Experience presenting training or facilitating employee meetings preferred. WORK SCHEDULE This position follows a hybrid work schedule. Regular work hours are Monday through Thursday, 8:00 a.m. to 5:00 p.m. onsite, and Friday, remote. Schedule may be adjusted based on business needs, departmental requirements, meetings, events, or other work-related responsibilities. PHYSICAL REQUIREMENTS TO PERFORM JOB DUTIES: Sit and work at a computer for extended periods, and other standard office equipment. Stand and move throughout the building for extended periods as needed, including walking on various indoor and outdoor surfaces and climbing stairs. Frequently reach, turn, and twist, and occasionally bend, kneel, stoop, or squat in the performance of job duties. Occasionally lift, carry, and move boxes, supplies, or other items weighing up to 20 pounds. Work primarily indoors in a climate-controlled office environment, with occasional movement through outdoor breezeways, parking areas, and other building spaces. EDUCATION AND/OR EXPERIENCE REQUIRED TO PERFORM JOB DUTIES: Associates degree or equivalent combination of education and HR administrative experience required. Bilingual English/Spanish skills preferred but not required.