Human Resources Administrative Assistant

The Team

The Human Resources Administrative Assistant is responsible for providing administrative support to the Corporate Human Resources team along with some additional HRIT reporting and data support. Reporting to the Vice President, Compensation and Benefits, the incumbent is responsible for, among other things, coordination of immigration paperwork, managing the employee service award program, organizing and supporting various company-wide programs, participating in cross functional projects and reviewing and redesigning existing administrative business processes. The HRIT responsibilities will include providing some day-to day support of the HRIT function with a focus on reporting (e.g., quarterly board reports, ad hoc reports). The Human Resources Administrative Assistant must display a high level of customer service, a sense of urgency, be able to maintain confidentiality, and be able to work in a fast paced and dynamic environment.

What You Can Offer Us

• Ensure review and completion of new hire paperwork, including I-9s and new hire policies; maintain the E-Verify database. Ensure completion of contractor paperwork, create and distribute ID badges for Corporate new hires.    
• Handling of all immigration paperwork, including reaching out to employees to obtain and track documents and information.    
• Maintain department e-mail inbox and field all general incoming emails to route to the appropriate department contact.    
• Become a key information resource for employees by routinely answering questions and requests as related to U.S. HR programs and functions.    
• Serve as central point of contact for all employee paperwork coming through the HR department. Monitor, review, track and forward paperwork for processing, ensuring integrity, accuracy and completeness of data.    
• Assist in termination process by drafting letters, calculating severance payment when applicable and utilizing DocuSign to distribute correspondence as required.    
• Prepare presentations, analyzing data, and various projects.    
• Collect feedback data gathered through employee surveys and exit interviews.    
• Manage service award program on a quarterly basis including vendor relationship.    
• Coordinate conferences, handle ticket purchases and manage employee registrations.    
• Schedule and assist with department meetings.    
• Process some of the more complex invoices and set up suppliers/vendors for the HR department.    
• Utilize Fusion HR to provide miscellaneous reports, board and executive reporting and ad hoc reporting.    
• Maintain and update HR department forms, policies and procedures.    
• Assist with various department initiatives including ad hoc HRIT projects.    
• Responsible for the safeguarding of all personal information as required by data privacy laws, Company policies, and department processes.    
• Plan, prioritize, and organize diversified workload for self and balance multiple priorities effectively.    
• Occasionally, assisting with domestic and international travel arrangements.    
• General office and other duties as needed and assigned.    
• Supervisory Responsibilities
  • None    

What You Need to Succeed

• College degree or equivalent.
• 2 years administrative experience.
• Must be able to maintain confidential information.
• Ability to manage multiple competing and complex priorities while meeting deadlines.
• Excellent interpersonal skills.
• Strong team player with excellent customer service skills and solutions oriented.
• Strong problem-solving skills; able to develop solutions to problems within established guidelines.
• Excellent organizational and follow-up skills; great attention to detail; ability to organize applicable department timelines and follow up with internal and external customer needs.
• Dynamic, team player, self-starter, results oriented.
• Strong written and oral communication skills, including the ability to present ideas and suggestions clearly and effectively.
• Self-motivated, able to work independently to complete tasks and respond to department requests and to collaborate with others to utilize their resources and knowledge to identify high quality solutions.
• High level of expertise in the Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook.
• High level of comfort and savvy with technology; ability to quickly learn new tools and technologies.
• Approximately 100% performed in climate-controlled internal office environment working under normal office conditions. Approximately 5% travel may be required in support of the position’s responsibilities.
• While performing the du