Administrative Assistant, Talent Acquisition

FAM Brands•Headquarters, KY

23h•$30 - $40•Onsite

About The Position

The Administrative Assistant – Talent Acquisition & HR Support provides day-to-day administrative and coordination support to the Talent Acquisition team, with additional responsibilities spanning general HR generalist functions. This role is the operational backbone of the recruiting process — managing requisitions, interview logistics, candidate communications, and applicant tracking system (ATS) hygiene — while also supporting onboarding, employee records, and ad hoc HR projects across FAM Brands. The ideal candidate is highly organized, discreet with confidential information, and comfortable operating in a fast-paced, multi-brand apparel environment.

Requirements

High school diploma or GED required
1–3 years of administrative experience, preferably supporting a recruiting, talent acquisition, or HR function
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Familiarity with ATS/HRIS platforms
Excellent verbal and written communication skills with strong attention to detail.
Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment.
Discretion and sound judgment when handling confidential candidate and employee information.

Nice To Haves

Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
Apparel, retail, or corporate environment experience a plus.

Responsibilities

Manage requisition intake, job posting creation, and distribution across internal career sites, external job boards, and university/campus recruiting portals.
Maintain and update the Applicant Tracking System (ATS), ensuring candidate records, requisition statuses, and pipeline stages are accurate and current.
Screen incoming applications for basic qualification alignment and route qualified candidates to recruiters and hiring managers.
Draft and send candidate correspondence, including interview confirmations, status updates, offer letter templates, and rejection communications.
Support recruiters with sourcing tasks such as InMail outreach, resume database searches, and building candidate longlists.
Assist with coordination of campus recruiting events, career fairs, and information sessions and swag/branded merchandise coordination.
Schedule and coordinate phone, virtual, and onsite interviews across multiple hiring teams and time zones, ensuring accuracy of calendars and conference room/video logistics.
Serve as a primary point of contact for candidates throughout the interview process, delivering a professional and welcoming candidate experience.
Host and greet candidates onsite; coordinate travel, parking, and hospitality needs for in-person interviews as applicable.
Collect and organize interviewer feedback and coordinate debrief scheduling to keep hiring decisions on track.
Track and follow up on outstanding action items (feedback forms, reference checks, background checks) to prevent delays in the hiring process.
Support new hire onboarding, including offer letter preparation, background/reference check initiation, I-9/E-Verify coordination, and first-day logistics.
Maintain accurate, well-organized recruiting and HR data across ATS, HRIS, and shared drives/SharePoint folders.
Generate recruiting metrics and reporting (time-to-fill, requisition aging, source-of-hire) for HR leadership review.
Maintain confidentiality of sensitive candidate, employee, and compensation information at all times.
Partner with recruiters, HR Business Partners, hiring managers, and department leaders to ensure a coordinated and consistent hiring process.
Collaborate with Marketing/Design on recruiting collateral, employer branding materials, and campus recruiting swag proposals.
Support special projects such as job description development, compensation benchmarking workbooks, and process improvement initiatives.
Assist with vendor coordination for staffing agencies, background check providers, and recruiting event vendors.
Perform other duties as assigned to support the Talent Acquisition and broader HR function.