HR & Executive Administrative Assistant

Description

Summary

The HR & Executive Administrative Assistant plays an essential role in delivering a positive, organized, and responsive employee experience. The HR & Executive Administrative Assistant will directly support the CEO, and support recruitment, interview coordination, onboarding, personnel record management, employment verifications, credentialing, payroll processing, and routine employee inquiries. The HR Assistant also conducts 30-, 60-, and 90-day new-hire check-ins, tracks required documentation and credentials and helps maintain compliance throughout the employee lifecycle.

Compensation: $23.00 - $25.00 hourly

HR Administration

• Help coordinate employee meetings, trainings, and performance review documentation.
• Respond to routine employee questions and direct complex matters to the HR Manager and CEO.
• Assist with maintaining attendance records, time-off, and other HR tracking records.
• Assist supervisors with their team member’s time off requests.
• Prepare HR letters, reports, spreadsheets and internal communications.
• Handle employment verifications within Company policy.
• Respond to all EDD claims within a timely manner.
• Support the CEO in all administrative duties, as assigned.
• Support other HR projects and administrative duties as assigned.

Recruitment and Onboarding

• 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 preparing offer letters, employment documents, and onboarding materials.
• Assist with pre-employment requirements and onboarding paperwork.
• Conduct and document 30-, 60-, and 90-day check-ins with new hires.
• Assist with new-hire paperwork, personnel files, and onboarding checklists.
• Track required employment documents, certifications, licenses, and expiration dates.
• Help maintain accurate and confidential electronic and physical personnel records.
• Assist with ensuring onboarding documentation is completed and filed appropriately.
• Assist with ordering and distributing name badges for new hires.

Personnel Records and Compliance

• Maintain accurate, complete, and confidential personnel files.
• Scan, organize, file, and retrieve employee documents.
• Track missing, expiring, or required documentation.
• Process employment verification requests promptly and confidentially.
• Support audits and ensure records follow organizational and legal requirements.
• Responsible for creating, distributing, and filing status change letters, personnel action forms, etc.

Payroll and Employee Support

• Assist with payroll preparation, data entry, and review.
• Help resolve routine timekeeping and payroll questions.
• Respond to general employee questions and route complex matters appropriately.
• Maintain confidentiality when handling employee and payroll information.
• Escalate employee concerns, sensitive matters, and potential compliance issues to the HR Manager and CEO.

Requirements

Qualifications:

• Previous HR, recruiting, administrative, or office support experience preferred.
• 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 judgement and the ability to handle confidential information.
• Experience with HRIS or payroll systems, such as Paylocity, is a plus.
• Knowledge of California employment practices is preferred.