HR Assistant

Spencer Stuart • Chicago, IL

1d • Hybrid

About The Position

The HR Assistant plays a vital role in supporting the day-to-day operations of the Human Resources function, providing high-touch administrative, coordination, and compliance support across the employee lifecycle. This role serves as a key partner to the HR team and reports directly to the Vice President of Human Resources, acting as a trusted administrative and operational extension of the function. The HR Assistant contributes to a seamless employee experience by ensuring HR processes are executed accurately, confidentially, and efficiently, while helping maintain well-organized systems, documentation, and workflows across the department. The HR Assistant will ideally be based in Chicago. There is an expectation of being in the office a minimum of one day a week.

Requirements

• Prior experience in an HR, People Operations, Executive Assistant, or administrative support role, preferably within a professional services, consulting, or similarly fast-paced environment.
• Experience supporting senior leadership, with demonstrated ability to manage complex calendars, travel arrangements, and expense reporting with a high degree of accuracy and discretion.
• Familiarity with HR processes across the employee lifecycle, including onboarding, compliance documentation, employment verifications, and background checks.
• Hands-on experience working with HR systems and tools such as Workday (or similar HRIS), SharePoint, OneDrive, and Microsoft Outlook.
• Exposure to working with sensitive and confidential employee data, with a strong understanding of the importance of discretion and data integrity.
• Minimum of 3-5 years of administrative experience in a professional environment.
• Exceptional organizational skills: Highly detail-oriented with the ability to manage multiple priorities, deadlines, and competing requests in a dynamic environment.
• Strong executive support presence: Professional, polished, and dependable, with the ability to anticipate needs and provide proactive administrative support to senior leadership.
• Discretion & confidentiality: Demonstrated judgment and professionalism when handling sensitive employee and company information.
• Clear and effective communication: Strong written and verbal communication skills, with the ability to interact confidently with employees, leaders, and external partners.
• Process-oriented mindset: Comfortable working within established HR processes while also helping maintain consistency, accuracy, and compliance across systems and documentation.
• Systems savvy: Comfortable navigating HR platforms and administrative tools, with the ability to learn new systems quickly and ensure data accuracy.
• Service-oriented approach: Approachable, responsive, and committed to supporting a positive employee and stakeholder experience.
• Adaptability & initiative: Able to pivot as priorities shift, take ownership of tasks, and step in as support during peak periods or team absences.
• Collaborative team player: Works effectively with HR colleagues, leadership, and cross-functional partners, contributing to a well-functioning and supportive HR team environment.

Nice To Haves

• Experience coordinating across regions or with international stakeholders (e.g., EMEA/APAC partners) is a plus.

Responsibilities

• Provide dedicated administrative support to the Vice President of Human Resources, including proactive calendar management, meeting coordination, and scheduling across multiple stakeholders and time zones.
• Coordinate domestic and international travel arrangements for the VP of HR, including flights and accommodations.
• Prepare, submit, and track expense reports in a timely and accurate manner, ensuring compliance with company policies.
• Assist with prioritization and organization of the VP of HR’s administrative tasks, supporting efficiency and responsiveness.
• Support the scheduling of new hire onboarding sessions and coordination of onboarding meetings.
• Assist with preparation and maintenance of onboarding materials and decks.
• Support ongoing organization and maintenance of SharePoint and OneDrive folders, ensuring trackers, files, and shared folders remain accurate, current, and well-organized.
• Upload and maintain HR documents in Workday, ensuring records are complete, accurate, and consistently maintained.
• Partner with the HR team to identify opportunities to improve document organization and workflow efficiency.
• Champion the Firm’s values, culture and Code of Conduct; engage, participate and collaborate with others.
• Embrace diverse opinions and encourage teamwork.
• Promote inclusivity by bringing cultural awareness and sensitivity to every interaction with colleagues.
• Participate and contribute to internal activities; engage with office and practice.
• Represent Spencer Stuart well by speaking positively about the Firm and aligning your behavior with the Firm’s values.
• Conduct yourself in a manner that is consistent with the Firm’s values.

Benefits

• Retirement savings plan with discretionary profit sharing contribution and employer match
• PTO (minimum 15 days per year, increases with tenure)
• Paid sick time (10 days per year)
• Company holidays (12 days per year)
• Paid leaves of absence when applicable
• Comprehensive health benefits, including medical, dental, and vision insurance
• Healthcare flexible spending account
• Life Insurance
• Short-term and long-term disability insurance
• Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program
• Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees