Administrative Assistant - Recruitment and HR Support

Administrative Assistant – Recruitment and HR Support
 

Position Summary:

We are seeking a highly organized and proactive Administrative Assistant to provide primarily HR administrative and recruitment support, with a smaller portion of general office and administrative assistance. This is a full time temporary position for a minimum of six (6) months, with the potential to convert to a permanent role based on business needs, headcount availability and individual performance.

This role supports day-to-day HR operations, recruitment administration and employee records management in a high-volume, fast-paced and continuously evolving work environment. The ideal candidate is detail-oriented, structured and reliable, with strong critical thinking and problem-solving skills. This position requires the ability to manage multiple priorities simultaneously, adapt quickly to changing needs and meet time-sensitive deadlines, while handling confidential information with professionalism.

Job Responsibilities:

HR and Recruitment Administration (80%)

• Recruitment Administration & Screening Support
  • Post approved job openings on internal and external job boards.
  • Monitor, update and remove job postings to ensure listings remain current and accurate.
  • Review and screen resumes and applications against job requirements.
  • Coordinate and schedule interviews across departments, time zones and formats (onsite and remote).
  • Serve as an administrative and HR point of contact for candidates regarding scheduling, screening and logistics, ensuring a professional and positive candidate experience.
  • Maintain accurate, timely and complete records in the applicant tracking system (ATS).
  • Prepare, track and submit Personnel Action Forms (PAFs); follow up on approvals and ensure timely processing.
  • Track and report recruitment-related metrics, including candidate pipeline status and time-to-fill.
  • Effectively manage multiple recruitment requisitions simultaneously while meeting deadlines.

• HR Administrative Support
  • Support onboarding activities, including collecting new hire documentation and coordinating system access, equipment and badges with IT and Security.
  • Create, maintain and update employee personnel files (digital and hard copy), ensuring completeness, accuracy and compliance.
  • File finalized offer letters, onboarding documents and other HR records in accordance with established procedures.
  • Support offboarding activities, including documentation and coordination of company asset returns (e.g. laptops, badges).
  • Maintain HR templates, records, and reports in a structured, organized and confidential manner.
  • Maintain an up-to-date employee contact list for business continuity and emergency purposes.
  • Assist with coordination of HR meetings, training sessions and employee events.
  • Handle sensitive and confidential information with discretion, accuracy and professionalism.
  • Provide general administrative support to the HR team, including data entry, filing and supply coordination.
  • Collaborate with the HR team and Office Coordinator to support cross-functional initiatives and operational needs.

General Administration & Office Support (20%)

• Provide administrative support to management, including report preparation, data entry and document coordination.
• Assist with meeting and event coordination, including venue or room bookings, catering and logistics.
• Support company events, offsites, internal celebrations and team meetings as needed.
• Assist with travel application and expense reimbursement inquiries.
• Welcome visitors, manage check-in and check-out procedures, and support badge and access control.
• Support general office administration tasks such as filing, supply coordination and record maintenance.

Other Duties:

• Perform additional administrative duties as assigned to support efficient office and HR operations.

• Associate degree or equivalent in Business Administration or a related field; additional education or certifications are a plus.
• 1–2 years of experience in HR administration, recruitment support or general administrative roles with an HR focus.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with ATS or other HR systems is a plus.
• Highly detail-oriented, with a strong commitment to accuracy, quality and consistency.
• Strong organizational skills, with the ability to maintain clear and orderly records and processes