HR Administrative Assistant

Employment Eligibility 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. Benefits Competitive base pay and performance-based rewards. Medical, dental, and vision insurance. Wellness programs. Retirement plans. Paid leave. A Day in the Life The HR Administrative Assistant supports the Vice President of HR and the broader HR Leadership team by managing schedules, correspondence, meetings, and department operations. The role also involves creating executive presentations, recurring reports, and data dashboards. Key Responsibilities Provide executive and administrative support: manage competing priorities, handle confidential matters, and act on behalf of leadership. Proactively manage complex executive calendars. Coordinate travel arrangements and expense reports. Serve as point of contact for the HR department. Prepare, edit, and distribute executive correspondence, reports, and proposals. Answer visitors, screen, and place phone calls on behalf of HR leadership. Maintain HR files, databases, and records; safeguard confidential information. Process invoices and related documentation for accounting. Manage office supplies and submit and track facilities and maintenance requests. Support alignment and coordination across administrative teams to improve overall HR operational efficiency. Supervise temporary associates or other administrative personnel supporting the HR team as needed. Create executive-level presentations for the VP of HR, transforming raw data, talking points, and research into polished slide decks. Develop and maintain presentation templates that enable consistent, professional materials. Produce recurring HR reports—headcount, turnover, hiring pipeline, benefits enrollment, and compliance metrics—using HRIS systems, Excel, or Power BI. Generate on-demand reports and conduct research, assembling data from multiple sources to present clear, decision-ready summaries to senior leadership. Prepare monthly contractor listings for the Finance team and maintain accurate records across reporting cycles. Maintain and update the Visio organizational chart. Oversee the annual destruction of documents in accordance with company Data Management guidelines and records retention schedules. 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. Leverage AI tools—including Claude, ChatGPT, and Microsoft Copilot—to accelerate drafting, editing, and refining presentations, reports, and executive communications. Identify and adopt AI-powered productivity tools to streamline recurring administrative and reporting workflows. Partner with IT and HR leadership to surface automation opportunities within the department's administrative processes. Plan, schedule, and manage quarterly committee meetings, HR annual meetings, and All-Associate meetings—ensuring seamless logistics and follow-up without requiring leadership oversight. Organize department events from concept through execution, consistently delivering on time and within budget. Qualifications High School Diploma or GED. 7‑9 years relevant experience, or equivalent combination of education and experience. 4‑6 years direct executive‑level administrative support experience in Human Resources. Advanced proficiency in Microsoft Office Suite, Excel reporting, and PowerPoint. Familiarity with AI tools—Claude, ChatGPT, Copilot. HR reporting experience a plus. Strong written and verbal communication skills. High discretion with confidential information. Composure and professionalism under pressure. Exceptional organizational skills and attention to detail. Ability to manage multiple priorities simultaneously. Physical & Environmental Requirements The role requires frequent movement within the office and around the corporate campus, regularly lifting up to 10 pounds and occasionally up to 25 pounds. Travel Requirements 5% minimal as needed. Equal Employment Opportunity 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 View email address on click.appcast.io . We celebrate diversity and are committed to creating an inclusive environment for all associates. #J-18808-Ljbffr The Friedkin Group