HR Administrative Assistant

About the role

The HR Administrative Assistant is a temporary, full-time role that provides comprehensive administrative and operational support to the office in Medley, FL. This position supports Human Resources, senior leadership, and multiple departments, helping to maintain efficient daily office operations.

Responsibilities

• Provide proactive administrative support to Human Resources, senior leadership, and other departments to ensure smooth office operations.
• Assist with employee documentation, HR recordkeeping, and general HR administrative activities, maintaining accurate and organized files.
• Manage confidential employee, company, financial, and operational information with discretion and professionalism.
• Cook up employee business travel, including airfare, lodging, itineraries, and related logistics.
• Organize on-site and off-site meetings and events, ensuring all logistical details are handled effectively.
• Schedule meetings, maintain calendars for key stakeholders, and prepare and distribute meeting invitations.
• Develop agendas, itineraries, schedules, and supporting materials for meetings and events.
• Coordinate meals, conference room setup, and post-meeting cleanup for meetings held at the Medley office.
• Prepare recurring management expense reports using Concur and ensure timely, accurate submissions.
• Prepare monthly PNC reports and other assigned administrative reports in line with company procedures.
• Serve as the primary office contact for property management, maintenance, repairs, and facilities-related matters.
• Order and maintain office supplies and coordinate IT supply requests to support daily business activities.
• Coordinate incoming and outgoing FedEx shipments, including preparing labels, documents, and arranging carrier pickups.
• Help coordinate fleet vehicle services when required, including scheduling and documentation.
• Order business cards, nameplates, and other office-identification materials for employees and office needs.
• Support special projects and additional administrative needs as assigned, contributing to continuous improvement of office operations.
• Act as an operational point person for the office, providing responsive support and exercising independent judgment in daily tasks.

Requirements

• 3–5 years of administrative assistant experience in an office environment.
• Strong knowledge of HR administrative practices and standard office procedures.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• A high level of understanding of computer systems and ability to learn new software tools.
• Experience with calendar management, meeting coordination, event planning, and travel logistics.
• Experience with HR documentation, recordkeeping, and confidential information management.
• Fluency in English, with strong verbal and written communication skills.
• Strong interpersonal skills with the ability to interact effectively with individuals at all levels of the organization.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Ability to work collaboratively across departments and levels while also functioning effectively with minimal supervision.
• Strong writing and editing skills and the ability to handle sensitive communications.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and respond promptly to operational needs.

Qualifications

• Associates or Bachelor’s degree preferred.
• HR certificate preferred.
• Some general Human Resources experience is preferred.
• Bilingual language skills are a plus.
• Experience with Foxit or similar PDF and document tools is beneficial.
• Interest in gaining experience within an operational, industrial, or mining-related business environment.
• Comfort serving as the operational point person in a busy office setting.
• Motivation to build skills in HR administration, reporting, expense management, and office operations.
• Ability to thrive in a role where organization, responsiveness, confidentiality, and independent judgment have a visible impact.