HR Administrative Assistant
About The Position
HR Operations & Administrative Support: Provide direct administrative support to the HR Business Partner and broader HR team supporting Wilmington Support Services. Maintain and manage HR trackers, documents, and spreadsheets with a high degree of accuracy and organization. Support onboarding and offboarding processes, including preparation of materials, coordination with internal partners, and tracking key milestones. Assist in maintaining personnel files and compliance-related documentation, ensuring confidentiality and accuracy. Partner with IT and Facilities to coordinate workspace setup and ensure new hire readiness. Budget & Payment Tracking: Maintain Excel trackers for HR-related budgets across Wilmington Support Services. Track and reconcile invoices, vouchers, and corporate card expenses tied to HR activities (events, travel, recognition programs, etc.). Monitor spend against budget and proactively flag discrepancies, risks, or trends. Partner with Finance and Accounts Payable to ensure timely and accurate processing of invoices and payments. HR Programs, Events & Engagement: Support the planning and execution of HR programs, meetings, and events (e.g., onboarding sessions, engagement initiatives, recognition programs). Assist in preparing presentations, communications, and materials for leadership and team partners. Coordinate logistics including scheduling, conference room setup, and materials preparation. Support employee experience initiatives such as Years of Service recognition, new hire spotlights, and other engagement efforts. Office Coordination & Front Desk Backup: Serve as a point of contact for HR-related inquiries and direct team partners appropriately. Provide backup support to the front desk as needed, ensuring a professional, people-first experience for visitors and team partners. Assist with meeting coordination, conference room scheduling, and general office organization. Support office supply management and administrative needs for the HR team.
Requirements
- 3–5 years of experience in an administrative, HR, or coordinator role.
- Experience supporting budgets, invoices, or expense tracking strongly preferred.
- Proven ability to manage multiple priorities in a fast-paced environment
- Strong attention to detail and commitment to accuracy.
- Ability to handle sensitive and confidential information with discretion.
- Positive, can-do attitude with a focus on customer service and team collaboration.
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
Responsibilities
- Provide direct administrative support to the HR Business Partner and broader HR team supporting Wilmington Support Services.
- Maintain and manage HR trackers, documents, and spreadsheets with a high degree of accuracy and organization.
- Support onboarding and offboarding processes, including preparation of materials, coordination with internal partners, and tracking key milestones.
- Assist in maintaining personnel files and compliance-related documentation, ensuring confidentiality and accuracy.
- Partner with IT and Facilities to coordinate workspace setup and ensure new hire readiness.
- Maintain Excel trackers for HR-related budgets across Wilmington Support Services.
- Track and reconcile invoices, vouchers, and corporate card expenses tied to HR activities (events, travel, recognition programs, etc.).
- Monitor spend against budget and proactively flag discrepancies, risks, or trends.
- Partner with Finance and Accounts Payable to ensure timely and accurate processing of invoices and payments.
- Support the planning and execution of HR programs, meetings, and events (e.g., onboarding sessions, engagement initiatives, recognition programs).
- Assist in preparing presentations, communications, and materials for leadership and team partners.
- Coordinate logistics including scheduling, conference room setup, and materials preparation.
- Support employee experience initiatives such as Years of Service recognition, new hire spotlights, and other engagement efforts.
- Serve as a point of contact for HR-related inquiries and direct team partners appropriately.
- Provide backup support to the front desk as needed, ensuring a professional, people-first experience for visitors and team partners.
- Assist with meeting coordination, conference room scheduling, and general office organization.
- Support office supply management and administrative needs for the HR team.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
