Human Resources Specialist / Executive Assistant

Trax USA Corp. • Coral Gables, FL

12h • Onsite

About The Position

TRAX USA Corp is a leading aviation software company seeking a highly motivated Human Resources Specialist / Executive Assistant. This role supports both Human Resources and Executive Operations by providing executive-level administrative support to the senior leader and HR coordination. The position supports employee onboarding, recruitment activities, contractor processes, employee engagement initiatives, and HR operations, contributing to an efficient workplace and positive employee experience.
The ideal Human Resources Specialist / Executive Assistant is detail-oriented, highly organized, service-focused, and able to exercise discretion and sound judgment. This role requires strong communication skills and the ability to manage multiple priorities in a fast-paced environment while supporting leadership and HR initiatives.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, Social Sciences, or a related field, or equivalent practical experience
• Minimum of two (2) years of experience in Human Resources, People Operations, HR administration, or a related support role
• Experience providing administrative or operational support to senior leaders or cross-functional teams
• Working knowledge of core HR processes, including onboarding, offboarding, recruitment coordination, and employee records management
• Basic understanding of federal, state, and local employment laws and HR best practices
• Strong organizational, time-management, and prioritization skills with a high level of attention to detail
• Demonstrated ability to manage multiple tasks, deadlines, and shifting priorities in a fast-paced environment
• High level of professionalism and discretion when handling confidential and sensitive information
• Proficiency with Microsoft Office tools (Outlook, Word, Excel, PowerPoint)
• Prior experience using an HRIS and/or applicant tracking system; Paylocity experience is a plus
• Strong written and verbal communication skills with the ability to interact effectively with employees, managers, and external partners
• Service-oriented mindset with a focus on accuracy, responsiveness, and follow-through

Nice To Haves

• Paylocity experience is a plus

Responsibilities

• Provide administrative and operational support to the senior leader, including calendar management, meeting coordination, travel arrangements
• Prepare, organize, and maintain executive materials such as agendas, presentations, reports, and meeting documentation, ensuring timely follow-up and action tracking
• Support HR reporting and administration by maintaining accurate employee and contractor records, tracking onboarding and hiring activity, and responding to ad hoc data requests
• Coordinate employee onboarding activities by managing logistics, system access, equipment requests, documentation, and orientation scheduling in accordance with established processes
• Provide recruitment coordination support by maintaining job postings, managing applicant tracking system updates, scheduling interviews, and communicating logistical details to candidates
• Support pre-employment and offer-related administrative tasks as directed and maintain accurate recruitment documentation
• Support contractor onboarding and coordination by assisting with documentation, background checks, access requests, tracking engagement timelines, and maintaining contractor records
• Assist with contractor offboarding activities to ensure timely updates to systems, access, and documentation
• Support employee engagement initiatives by coordinating logistics for company events, and recognition activities, and assisting with related communications
• Maintain HR operational documentation, templates, and process guides to ensure consistency and compliance
• Support employee offboarding administration, compliance tracking, and audit preparation activities
• Identify and support improvements to HR and administrative workflows to increase efficiency and data accuracy
• Support the day-to-day operational needs of the HR department
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level