Executive Assistant

Position Summary

We are seeking a highly organized, professional, and people-oriented Executive Assistant / HR Representative to provide administrative support to executive leadership while assisting with key human resources functions.

This position requires excellent communication, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will be comfortable working with executives, employees, candidates, and external partners while maintaining confidentiality and professionalism at all times.

Key Responsibilities

Executive Assistant Responsibilities

• Provide comprehensive administrative and organizational support to executive leadership.
• Manage executive calendars, appointments, meetings, and schedules.
• Coordinate meetings, prepare agendas, take meeting notes, and track follow-up items.
• Prepare, proofread, and organize correspondence, reports, presentations, and other business documents.
• Coordinate travel arrangements, itineraries, accommodations, and expense documentation.
• Handle incoming calls, emails, correspondence, and other communications professionally.
• Maintain confidential executive and company information.
• Assist with special projects, research, presentations, and other assignments as directed by leadership.
• Coordinate communication between executives, employees, clients, vendors, and other stakeholders.
• Maintain organized electronic and physical files and records.

Human Resources Responsibilities

• Assist with recruitment, interviewing, candidate communication, and onboarding activities.
• Prepare new-hire paperwork and ensure required employment documentation is completed.
• Maintain accurate and confidential employee personnel records.
• Assist with employee orientation and onboarding processes.
• Support employee engagement, recognition, and company culture initiatives.
• Assist with tracking attendance, timekeeping, leave requests, and other employee-related records.
• Help communicate company policies, procedures, benefits, and HR-related information to employees.
• Assist with performance review processes and employee documentation.
• Support HR compliance initiatives and ensure records are maintained according to company policies and applicable requirements.
• Assist with employee relations matters and escalate sensitive or complex issues to appropriate management.
• Coordinate training, meetings, and other employee development activities.
• Assist management with HR reports, employee data, and administrative projects.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in Business Administration, Human Resources, or a related field preferred.
• 2+ years of experience in executive administration, human resources, office administration, or a related role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills and a professional demeanor.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office or Google Workspace.
• Ability to learn and effectively use HRIS, payroll, scheduling, and other business systems.
• Strong problem-solving and decision-making abilities.
• Ability to work independently while also functioning effectively as part of a team.

Preferred Qualifications

• Previous experience supporting executive leadership.
• Experience with recruiting, onboarding, employee records, and HR administration.
• Familiarity with employment policies and HR best practices.
• Experience preparing reports, presentations, and business correspondence.