HR & Executive Administrative Assistant
About The Position
The HR & Executive Administrative Assistant helps deliver a positive, organized, and responsive employee experience and directly supports the CEO. The role supports recruitment, interview coordination, onboarding, personnel record management, employment verifications, credentialing, payroll processing, and routine employee inquiries. It also conducts 30-, 60-, and 90-day new-hire check-ins, tracks required documentation and credentials, and helps maintain compliance throughout the employee lifecycle. The position assists with HR administration, including meetings, training, performance-review documentation, attendance and time-off records, employee communications, employment verifications, and EDD claims. It coordinates full-cycle recruiting across departments, supports onboarding and personnel-file maintenance, tracks credentials and document expiration dates, and assists with payroll preparation and routine employee support. The role maintains confidentiality and escalates sensitive concerns or potential compliance issues to the HR Manager and CEO.
Requirements
- Strong organizational skills and attention to detail.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook.
- Ability to manage multiple priorities and meet deadlines.
- Professional judgment and ability to handle confidential information.
Nice To Haves
- Previous HR, recruiting, administrative, or office support experience.
- Experience with HRIS or payroll systems, such as Paylocity.
- Knowledge of California employment practices.
Responsibilities
- Support the CEO with administrative duties as assigned.
- Coordinate employee meetings, trainings, and performance-review documentation.
- Respond to routine employee questions and direct complex matters to the HR Manager and CEO.
- Maintain attendance, time-off, and other HR tracking records, and assist supervisors with team members’ time-off requests.
- Prepare HR letters, reports, spreadsheets, and internal communications.
- Handle employment verifications in accordance with company policy and respond to EDD claims in a timely manner.
- Coordinate the full-cycle recruiting process across all departments.
- Post job openings and support recruitment activities.
- Screen applications and coordinate interviews with candidates and hiring managers.
- Prepare interview materials and communicate scheduling details.
- Assist with offer letters, employment documents, onboarding materials, pre-employment requirements, and onboarding paperwork.
- Conduct and document 30-, 60-, and 90-day check-ins with new hires.
- Maintain new-hire paperwork, personnel files, and onboarding checklists; ensure onboarding documentation is completed and filed appropriately.
- Track required employment documents, certifications, licenses, and expiration dates.
- Maintain confidential electronic and physical personnel records; scan, organize, file, and retrieve employee documents.
- Track missing, expiring, or required documentation and support audits and organizational and legal recordkeeping requirements.
- Create, distribute, and file status-change letters, personnel action forms, and related documents.
- Assist with ordering and distributing name badges for new hires.
- Assist with payroll preparation, data entry, and review, and help resolve routine timekeeping and payroll questions.
- Maintain confidentiality when handling employee and payroll information.
- Escalate employee concerns, sensitive matters, and potential compliance issues to the HR Manager and CEO.
- Support other HR projects and administrative duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
