HR Administrative Assistant

Applicants must be legally authorized to work in the United States at the time of hire and must not require employer sponsorship now or in the future. This position is not eligible for employment visa sponsorship, and the company will not assume sponsorship obligations for existing visa holders. Living Our Values All associates are guided by Our Values. Our Values are the unifying foundation of our companies. We strive to ensure that every decision we make and every action we take demonstrates Our Values. We believe that putting Our Values into practice creates lasting benefits for all of our associates, shareholders, and the communities in which we live. Why Join Us Career Growth: Advance your career with opportunities for leadership and personal development. Culture of Excellence: Be part of a supportive team that values your input and encourages innovation. Competitive Benefits: Enjoy a comprehensive benefits package that looks after both your professional and personal needs. Total Rewards Our Total Rewards package underscores our commitment to recognizing your contributions. We offer a competitive and fair compensation structure that includes base pay and performance-based rewards. Compensation is based on skill set, experience, qualifications, and job-related requirements. Our comprehensive benefits package includes medical, dental, and vision insurance, wellness programs, retirement plans, and generous paid leave. Discover more about what we offer by visiting our Benefits page. A Day In The Life The HR Administrative Assistant is a vital operational partner to the Vice President of HR and the broader HR Leadership team. This role centers on high-quality administrative support - managing schedules, correspondence, meetings, and department operations - while also owning the creation of executive presentations, recurring reports, and data dashboards. The ideal candidate is a polished, proactive professional who takes pride in flawless execution, produces compelling deliverables independently, and embraces modern tools - including AI platforms - to work smarter and support leadership more effectively. As a HR Admin Assistant you will: On any given day you might be finalizing a VP-level presentation for an executive briefing, pulling a turnover report from the HRIS, coordinating an All-Associate meeting, managing the executive calendar, or opening a new relocation file. Below is a full picture of what you will own: Executive & Administrative Support Serve as the primary operational partner to the VP of HR - managing competing priorities, handling confidential matters with sound judgment, and acting on behalf of leadership when needed. Proactively manage complex executive calendars: anticipate scheduling needs, identify and resolve conflicts, and ensure leadership time is protected and well-utilized. Coordinate all travel arrangements and compile and reconcile travel-related expense reports; prepare and submit monthly expense reports on behalf of the VP. Serve as the primary point of contact for the HR department - fielding internal and external inquiries, routing them appropriately, and ensuring prompt, professional responses. Prepare, edit, and distribute executive correspondence, reports, and proposals; ensure all outgoing materials are accurate and aligned with leadership expectations. Meet and greet visitors; answer, screen, and place phone calls on behalf of HR leadership. Manage and organize HR files, databases, and records; safeguard confidential and proprietary information. Process invoices and related documentation for timely submission to accounting. Manage department office supplies; submit and track facilities and maintenance requests. Support alignment and coordination across administrative teams to improve overall HR operational efficiency. May occasionally supervise temporary associates or other administrative personnel supporting the HR team. Presentations Own the end-to-end creation and compilation of executive-level presentations for VP of HR - including leadership reviews, All-Associate meetings, and HR strategy updates. Transform raw data, talking points, and research into polished, visually compelling slide decks using PowerPoint; apply consistent formatting, data visualizations, and on-brand design. Develop and maintain presentation templates that enable the HR team to produce consistent, professional materials independently. Prepare and edit materials for staff and key meetings; coordinate logistics and document outcomes. Assemble Birkman binders and other printed or digital materials as needed, ensuring completeness and accuracy. Reports & Data Build and deliver recurring HR reports - including headcount, turnover, hiring pipeline, benefits enrollment, and compliance metrics - using HRIS systems, Excel, or Power BI. Produce on-demand reports using internal systems to support time-sensitive business needs and VP decision-making. Conduct research, assemble data from multiple sources, and synthesize findings into clear, decision-ready summaries for senior leadership. Prepare and provide monthly contractor listings to the Finance team; maintain accurate records across reporting cycles. Maintain and update the Visio organizational chart to reflect current organizational structure. Oversee the annual destruction of documents in accordance with company Data Management guidelines and records retention schedules. HR Operations & Program Support Coordinate the employee relocation program in partnership with the external relocation vendor. Support contractor onboarding by managing SOW documentation and generating Purchase Orders. Partner with the unemployment claims vendor to establish and maintain Powers of Attorney across all states and entities. Serve as first point of contact for HR Service line calls - evaluate needs, route inquiries appropriately, and manage updates to phone line verbiage in coordination with IT. Handle Verification of Employment requests as needed. Ensure required labor law posters are current and properly displayed across all applicable locations. AI-Powered Productivity Leverage AI tools - including Claude, ChatGPT, and Microsoft Copilot - to accelerate drafting, editing, and refining presentations, reports, and executive communications. Use AI to quickly synthesize large volumes of content (meeting notes, policy documents, data exports) into concise summaries and action items for the VP. Identify and adopt AI-powered productivity tools that streamline recurring administrative and reporting workflows. Partner with IT and HR leadership to surface automation opportunities within the department's administrative processes. Meetings & Events Coordination Plan, schedule, and manage quarterly committee meetings, HR annual meetings, and All-Associate meetings - ensuring they run seamlessly from logistics to follow-up without requiring leadership oversight. Prepare meeting agendas and materials; coordinate venue and technology logistics; document outcomes; and distribute key takeaways and action items to appropriate stakeholders. Organize department events from concept through execution, consistently delivering on time and within budget. What We Need From You High School Diploma or GED Req 7-9 years relevant experience, or equivalent combination of education and experience Required 4-6 years direct executive-level administrative support experience in Human Resources Required Advanced Microsoft Office Suite Excel reporting Expert-level PowerPoint Familiarity with AI tools (Claude, ChatGPT, Copilot) HR reporting experience a plus Strong written and verbal communication High discretion with confidential information Composure and professionalism under pressure Exceptional organizational skills and attention to detail Ability to manage multiple priorities simultaneously Physical and Environmental Requirements The physical requirements described here are representative of those that must be met by an associate to successfully perform the essential functions of the job. While performing the duties of the job, the associate is required on a daily basis to analyze and interpret data, communicate, and remain in a stationary position for a significant amount of the work day and frequently access, input, and retrieve information from the computer and other office productivity devices. The associate is regularly required to move about the office and around the corporate campus. The associate must frequently move up to 10 pounds and occasionally move up to 25 pounds. Travel Requirements 5% Minimal as needed. Join Us The Friedkin Group and its affiliates are committed to ensuring equal employment opportunities, including providing reasonable accommodations to individuals with disabilities. If you have a disability and would like to request an accommodation, please contact us at View email address on click.appcast.io. We celebrate diversity and are committed to creating an inclusive environment for all associates. We are seeking candidates legally authorized to work in the United States, without Sponsorship.