Human Resource Administrative Assistant

At Maui Jim, you can expect, a unique culture, a well-known brand, and the opportunity to grow with a company that has a great reputation. We offer an inclusive, collaborative and “high touch” work environment that values the members of our ‘Ohana. We work hard to develop our leaders who in turn develop their team members to reach their full potential, and we are committed to building a team that focuses on solid customer service.  

If you would like to be part of an amazing adventure that is Maui Jim, check our current job openings and browse the site to learn more about our culture, benefits , and our Maui Jim 'Ohana! Aloha~

The major function of this position is:

The HR Administrative Assistant is a vital part of the HR team, responsible for ensuring the efficient operation of the department. This role provides critical support by managing administrative tasks, overseeing HR systems, and coordinating employee programs. The assistant's work is crucial for the smooth execution of all HR functions, from recruitment and onboarding to ongoing compliance efforts.

Hours: 8:30AM-5:00PM, (In Office)

Pay: $20-$25/Hour

Essential Duties:

• Acts as the first point of contact for employees, answering questions and directing them to the right team members.

• Supports the hiring process by posting jobs, scheduling interviews, and managing candidate communications. Organizes the full onboarding process for new hires, including welcome communications, gift bags, and training assignments, etc.

• Leads and supports all company training initiatives including Global Learning Day, campaigns, training calendar, content creation and maintenance, and managing the Learning Management System (LMS) to create, schedule, and report on training content.

• Organize and lead the Employee Recognition Committee – designating committee members, leading meetings, setting goals, etc. for company recognition activities (e.g., recognition calendar, summer grab-n-go, holiday parties, and Charity Golf Outing, etc.).  

• Administers and supports various HR systems, including Workday, Concur, InformaCast, and Cornerstone ensuring records are updated and accurate. This includes handling data uploads and troubleshooting/escalating issues.

• Coordinates various employee programs such as the diaper benefit, annual wellness screening, weekly fruit coordination, and safety programs.

• Manage corporate travel program: support administration duties, corporate card recording and reconciliation, flight arrangements, employee questions and/or concerns, etc.

• Creates and manages the weekly Ohana Update (HR Bulletin). This includes content creation, distribution, and keeping the bulletin fresh and informative.

• Provide administrative support to HR team with department initiatives, special projects, and general administrative support: including faxing, copying, filing, and organizing documents, scheduling, itineraries, travel arrangements, PowerPoint presentations, ordering office supplies, processing invoices, organizational charts etc.

• Processing HR-related financials, such as credit card reconciliations, invoices, GL etc.

• Organize employee apparel programs including apparel selection, employee/vendor ordering, payment collection, apparel distribution, etc.

• Perform all other work-related tasks as requested or required.

• Continually seek improvement in every aspect of the position.  Perform better today than yesterday.

• Always look to make the process more efficient to meet our requirements. Maintain a high level of accuracy. 

​Desired Qualifications:

Education

• High School graduate with at least one year of college. A degree in Human Resources or a related field is a plus.

Experience & Skills

• Three years of administrative assistant experience, with a preference for experience within an HR department.

• Strong organizational and time-management skills, including the ability to multitask, prioritize tasks effectively, and maintain meticulous records and files.

• Excellent verbal and written communication skills. You must be professional, courteous, and tactful when interacting with employees.

• A proactive approach to problem-solving and a team-oriented mindset.

• Proven ability to maintain confidentiality and handle sensitive information with discretion.

• Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience with a Human Resources Informa