HR Administrative Assistant - Hybrid NY

HealthFirst•New York, NY

1d•$51,000 - $80,070•Hybrid

About The Position

The HR Administrative Assistant provides essential operational and organizational support to the Human Resources Team, ensuring seamless execution of daily activities and departmental priorities. This role manages core HR administrative functions including scheduling, document preparation and meeting coordination for the HR Leadership Team. It also supports contract submissions, PO management and requisition processing to help maintain accurate vendor and budget workflows. The administrative assistant plays a key role in HR event management, coordinating department-wide events with internal and external stakeholders. Serving as a reliable point of contact for employees, candidates, and external partners, this role upholds a high level of professionalism, confidentiality and attention to detail. Through strong organization, communication and process coordination, the HR Administrative Assistant contributes to a responsive, efficient and employee-centered HR function. This is a hybrid position which consists of reporting to our 100 Church Street, NYC office 3 days per week (Tuesdays, Wednesdays & Thursdays).

Requirements

HS Diploma or GED from an accredited institution
Minimum of 2 years of experience supporting at least a director level in a corporate environment
Proven knowledge of Microsoft Office Suite including Outlook, Power Point, Excel and Word
Experience interacting with various organizational levels from a customer centric approach and effectively representing Senior Leadership
Experience in managing multiple calendars

Nice To Haves

Bachelor's degree from an accredited institution
Working knowledge of the healthcare industry
Experience with Workday and Service Now
Experience working within Microsoft Excel spreadsheets which includes utilizing VLOOKUP's, updating/creating pivot tables
Experience with budget reports and/or variance reports

Responsibilities

Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for the HR Leadership Team, ensuring alignment, preparation, and timely follow-up; supports broader HR department operations and handles additional administrative responsibilities as needed
Provides support for and managing administrative tasks including but not limited to email messages, phone calls, calendar invites, travel arrangements and expense reports
Prepares agendas, meeting materials, presentations, and follow-ups for HR team meetings and cross-functional engagements
Coordinates document management and maintain HR files, spreadsheets, reports, and trackers with a high level of accuracy and confidentiality
Assists with communication drafting and distribution for HR announcements, updates, and employee-facing materials
Works closely with the HR Leadership Team and HR Centers of Excellence to ensure smooth administrative workflow
Provides support for vendor coordination, contract management, and invoice processing
Supports calendar and operating rhythms for the HR Leadership Team
Supports HR programs, initiatives, and events as needed; coordinates project timelines, status updates, and follow-ups as applicable to the administrative assistant role
Periodically traveling as needed
Performs all other duties as assigned by management