HR and Executive Administrative Assistant

Job Description

Job Description

The HR and Executive Administrative Assistant provides administrative and operational support to the human resources department and administrative support to the CEO and Board of Directors. This position assists with recruitment and onboarding, benefits administration, employee records and compliance, policy and job-description updates, internal communications, monthly payroll and Board reporting, IT support coordination, and staff meetings and wellness initiatives. The position serves as a resource for employees and applicants, coordinates with external service providers, maintains accurate and confidential organizational records, and provides administrative support during evening Board and committee meetings as required.

1. Assist with the administration of employee benefit plans, including enrollments, changes, terminations, employee questions, provider coordination, statement reconciliation, and resolution of related payroll discrepancies.
2. Assist in processing unemployment claims, FMLA requests, workers’ compensation cases, and OSHA-related documentation by preparing correspondence and maintaining required records.
3. Maintain accurate and confidential HR files and records, including personnel, Form I-9, and OSHA documentation, and conduct periodic audits to ensure compliance with federal, state, and organizational requirements.
4. Assist with reviewing and updating organizational policies, employee handbooks, HR and administrative processes and procedures, and job descriptions to maintain accuracy, consistency, and legal compliance.
5. Respond to employee and applicant inquiries regarding policies and hiring processes, escalating complex matters to the Director of HR and Administration as needed.
6. Support recruitment and onboarding by posting job advertisements, tracking applicants, coordinating communications, processing background checks, and assisting with new-hire orientation and required training.
7. Support employee feedback, performance-review, recognition, and engagement initiatives, including employee surveys and staff events.
8. Provide general administrative support, including scanning, electronically filing, and maintaining documents; preparing correspondence; processing mail; scheduling meetings; and maintaining calendars.
9. Provide administrative support to the CEO and Board of Directors, including preparing and organizing files, maintaining SharePoint sites, collecting and distributing Board and committee materials and minutes, coordinating meeting logistics, attending and providing administrative support during evening Board and committee meetings, and assisting with communications and reservations.
10. Prepare and distribute the monthly staff newsletter, coordinating content and organizational updates as needed.
11. Assist with preparing monthly payroll and Board reports and other organizational reporting by collecting, organizing, verifying, and compiling required information.
12. Serve as an administrative liaison between staff and the organization’s IT provider by submitting and tracking IT support tickets, assisting with their resolution, and coordinating technology needs, including setting up employee email accounts, laptops, printers, and other equipment.
13. Assist with the planning, setup, and execution of monthly staff meetings, including obtaining necessary supplies and coordinating food and beverages. Support quarterly wellness-focused staff meetings by scheduling wellness trainings, organizing wellness-related activities, and supporting initiatives that promote staff well-being.
14. Perform other related duties of a comparable nature as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.