Executive Assistant & HR Coordinator

Job Description

Job Description

Are you the next Ubique Employee? Come be a part of our dynamic team!

Ubique Group is a digital forward, consumer-driven powerhouse featuring an expansive portfolio of furniture brands. With over 20 years of building multiple brands from inception to success, Ubique Group offers a wide assortment of furniture solutions and furnishings that represent a perfect balance of form, function and style. At Ubique Group, our fingers aren't just on the pulse of the marketplace, we anticipate it, transforming the typical point-and-click shopping experience into an inspired, rewarding consumer journey.

Ubique Group is more than a company, we are a community of passionate, hard-working and supportive people who believe in our business and each other. We champion the individual capabilities of our employees and the collective power of the team and extend that commitment to our surrounding families and communities.

Ubique Group is seeking a highly organized, proactive, and relationship-oriented Executive Assistant & People Operations Partner to support executive leadership and help drive an exceptional employee experience across the organization. This role blends executive support, organizational coordination, People & Culture operations, and office facilities management into one highly visible position that plays a critical role in keeping our teams connected, organized, and moving forward.

Position Summary

The Executive Assistant & People Operations Partner serves as a trusted operational partner to senior leadership and the People & Culture team. This individual will provide high-level administrative support, coordinate cross-functional initiatives, assist with onboarding and employee experience activities, manage office and facilities operations, and help maintain operational efficiency across the business.

The ideal candidate thrives in a fast-paced environment, demonstrates strong business judgment, maintains confidentiality, and can seamlessly shift between executive support, project coordination, employee support, and operational execution. This is a fully on-site role based in Canton, GA.

Key Responsibilities

Executive & Leadership Support

• Manage executive calendars, scheduling, meeting coordination, travel arrangements, and expense reporting for senior leadership
• Coordinate leadership meetings, agendas, materials, and follow-up action items
• Support preparation and coordination for Town Halls, Monthly Business Reviews (MBRs), and employee engagement meetings
• Assist with executive communications, presentation preparation, and leadership materials
• Track action items and support follow-through across leadership teams

People Operations Support

• Provide administrative coordination support for new hire onboarding logistics, including scheduling, workspace readiness, equipment requests, and orientation support — in partnership with the People & Culture team who owns the onboarding process
• Assist with employee lifecycle administration including welcome boxes, new hire kits, mailing, and shipping of materials
• Coordinate DEI recognition displays, banner changes, and related monthly cultural programming logistics
• Support employee communication initiatives and engagement activities including recognition programs and event planning
• Assist with maintaining organizational documentation, SOPs, and HRIS-related uploads and coordination
• Help coordinate training, leadership development, and team events such as Can't Connect
• Provide on-site logistical support for recruiting activities including greeting candidates, coordinating job fair materials, and shipping banners and marketing assets to field events

Office & Facilities Coordination

• Serve as the on-site point of contact for office operations, visitors, vendors, and employee support needs
• Manage vendor relationships and scheduling for facilities services including cleaning, pest control, lawn maintenance, window washing, and carpet care
• Oversee office supply ordering and restocking; coordinate with event leads on supply needs for large-scale company events
• Maintain beverage and vending equipment coordination including front lobby coffee machines and break room vending machines
• Support shipping and receiving needs including trade show materials, event banners, and warehouse supply logistics as needed
• Partner cross-functionally with IT, Finance, Operations, and Recruiting to ensure smooth execution of priorities

Organizational Coordination

• Support company events, engagement initiatives, Town Halls, and culture-building activities
• Assist with preparation of presentations, reports, meeting agendas, and organizational communications
• Identify opportunities to improve administrative processes and operational efficiencies across the People & Culture function
• Maintain and organize team documentation in Microsoft Teams channels and the Employee Resource Center
• Handle confidential People & Culture documents and financial information with professionalism and discretion
• Provide backup support for People & Culture administrative activities during absences or high-volume periods

Qualifications

Required

• 3+ years of experience in an Executive Assistant, Administrative, Operations, HR Support, or related role
• Strong organizational skills with exceptional attention to detail and follow-through
• Excellent written and verbal communication skills with a polished and professional presence
• Ability to manage multiple priorities in a fast-paced, high-growth environment
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Microsoft Teams, including document management, folder organization, and channel administration
• Experience with calendar management tools and scheduling coordination
• Demonstrated ability to handle confidential information — including sensitive employee and financial data — with professionalism and discretion
• Strong interpersonal skills with the ability to build trust across all levels of the organization

Preferred

• Experience supporting executives, People & Culture, or Human Resources leadership teams
• Prior experience in a multi-site, operations, manufacturing, or fast-paced growth environment
• Experience coordinating meetings, events, onboarding logistics, and cross-functional projects
• Familiarity with HRIS platforms (e.g. ADP) and administrative system coordination
• Project coordination or office management experience

What Success Looks Like

• Executives and teams are highly organized, informed, and supported
• New hires experience a seamless and engaging onboarding process
• Office operations, vendor relationships, and facilities run smoothly and professionally
• Employee engagement activities and cultural programming are well-coordinated and on time
• Leadership priorities and action items are tracked and executed effectively
• The People & Culture team operates more strategically because of strong operational and administrative support

Why Join Ubique Group

At Ubique Group, we believe strong culture, operational excellence, and engaged people are critical to business success. This role offers the opportunity to:

• Partner directly with executive leadership and gain broad exposure across the business
• Help shape employee experience, culture, and organizational growth during an exciting stage of expansion
• Contribute to meaningful organizational initiatives in a collaborative, fast-growing environment
• Work with a team that values teamwork, accountability, and continuous improvement

Benefits

We offer a competitive benefit package that includes:

• No waiting period for medical, dental, and vision benefits - Available on day one
• Company-paid life insurance and employee assistance program for all employees
• 401K with company match
• Employee discount on Ubique Group products
• Free office chair for remote employees
• Ubique offers 9 paid holidays plus 1 floating holiday per year and up to 18 Accrued PTO days per year.

Ubique Group is an Equal Opportunity Employer committed to fostering an inclusive workplace environment.