Administrative Assistant - Recruitment and HR Support

Foxconn Industrial Internet - FII•San Jose, CA

8h•$24 - $26

About The Position

We are seeking a highly organized and proactive Administrative Assistant to provide primarily HR administrative and recruitment support, with a smaller portion of general office and administrative assistance. This is a full time temporary position for a minimum of six (6) months, with the potential to convert to a permanent role based on business needs, headcount availability and individual performance. This role supports day-to-day HR operations, recruitment administration and employee records management in a high-volume, fast-paced and continuously evolving work environment. The ideal candidate is detail-oriented, structured and reliable, with strong critical thinking and problem-solving skills. This position requires the ability to manage multiple priorities simultaneously, adapt quickly to changing needs and meet time-sensitive deadlines, while handling confidential information with professionalism.

Requirements

Associate degree or equivalent in Business Administration or a related field; additional education or certifications are a plus.
1–2 years of experience in HR administration, recruitment support or general administrative roles with an HR focus.
Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with ATS or other HR systems is a plus.
Highly detail-oriented, with a strong commitment to accuracy, quality and consistency.
Strong organizational skills, with the ability to maintain clear and orderly records and processes.
Proactive and self-directed, able to anticipate needs, take initiative and follow through on tasks.
Strong critical thinking and problem-solving skills, with the ability to assess situations and identify effective solutions.
Demonstrated ability to manage multiple tasks efficiently in a high-volume, fast-paced environment.
Adaptable and flexible, able to adjust quickly and effectively to changing priorities and business needs.
Strong written and verbal communication skills, with the ability to work collaboratively across teams.
Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.

Nice To Haves

Ability to speak an additional language (e.g. Vietnamese) is considered an asset.

Responsibilities

Post approved job openings on internal and external job boards.
Monitor, update and remove job postings to ensure listings remain current and accurate.
Review and screen resumes and applications against job requirements.
Coordinate and schedule interviews across departments, time zones and formats (onsite and remote).
Serve as an administrative and HR point of contact for candidates regarding scheduling, screening and logistics, ensuring a professional and positive candidate experience.
Maintain accurate, timely and complete records in the applicant tracking system (ATS).
Prepare, track and submit Personnel Action Forms (PAFs); follow up on approvals and ensure timely processing.
Track and report recruitment-related metrics, including candidate pipeline status and time-to-fill.
Effectively manage multiple recruitment requisitions simultaneously while meeting deadlines.
Support onboarding activities, including collecting new hire documentation and coordinating system access, equipment and badges with IT and Security.
Create, maintain and update employee personnel files (digital and hard copy), ensuring completeness, accuracy and compliance.
File finalized offer letters, onboarding documents and other HR records in accordance with established procedures.
Support offboarding activities, including documentation and coordination of company asset returns (e.g. laptops, badges).
Maintain HR templates, records, and reports in a structured, organized and confidential manner.
Maintain an up-to-date employee contact list for business continuity and emergency purposes.
Assist with coordination of HR meetings, training sessions and employee events.
Handle sensitive and confidential information with discretion, accuracy and professionalism.
Provide general administrative support to the HR team, including data entry, filing and supply coordination.
Collaborate with the HR team and Office Coordinator to support cross-functional initiatives and operational needs.
Provide administrative support to management, including report preparation, data entry and document coordination.
Assist with meeting and event coordination, including venue or room bookings, catering and logistics.
Support company events, offsites, internal celebrations and team meetings as needed.
Assist with travel application and expense reimbursement inquiries.
Welcome visitors, manage check-in and check-out procedures, and support badge and access control.
Support general office administration tasks such as filing, supply coordination and record maintenance.
Perform additional administrative duties as assigned to support efficient office and HR operations.