HR Administrative Assistant

The Friedkin Group•Houston, TX

2d•Onsite

About The Position

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.

Requirements

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)
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

Nice To Haves

HR reporting experience a plus

Responsibilities

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.
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.
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.
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.
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.
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.