Human Resource Specialist - Executive Administrator

About the role

The Human Resource Specialist-Executive Assistant supports day-to-day HR operations across the employee lifecycle. This role provides administrative and employee-facing support in recruitment coordination, onboarding and offboarding, HRIS and personnel record maintenance, benefits and leave administration support, training documentation, HR compliance, and executive administration.

Responsibilities

• Serve as a first point of contact for routine HR questions and direct employees to the appropriate resources or leadership as needed.
• Maintain accurate employee records in HRIS, including job/compensation changes, status updates, and required acknowledgments.
• Maintain confidential personnel files and ensure proper recordkeeping, retention, and destruction practices.
• Prepare employment verification letters, status confirmations, and other HR documentation as requested and approved.
• Career Development & Onboarding
• Coordinate job postings, applicant tracking, interview scheduling, and candidate communications in partnership with hiring managers.
• Support screening activities, reference checks, and pre-employment processes (background checks, and onboarding paperwork).
• Career Development & Onboarding
• Career Development & Onboarding
• Create and maintain updated job descriptions in collaboration with managers to reflect evolving business needs.
• Talent Acquisition & Onboarding
• Support talent acquisition efforts by preparing and maintaining updated job descriptions in collaboration with managers to reflect evolving business needs.
• Coordinate job postings, applicant tracking, interview scheduling, and candidate communications in partnership with hiring managers.
• Support screening activities, reference checks, and pre-employment processes (background checks, and onboarding paperwork).
• Career Development & Onboarding
• Career Development & Onboarding
• Support new hire onboarding and orientation, including completion of required forms, policy acknowledgements, and training assignments.
• Employee Offboarding & Separation
• Support offboarding activities with HR leadership, managers, payroll, IT, and benefits providers to ensure a timely, compliant, and organized separation process.
• Prepare and maintain separation documentation, exit checklists, final pay coordination items, PTO and benefits status updates, and company property/equipment return tracking.
• Schedule and document exit interviews when applicable, update HRIS and personnel records, and ensure separation records are retained confidentially.
• Training, Compliance & Documentation
• Track and maintain training records, training matrices, and required compliance documentation by job function.
• Support training coordination and documentation for ISO 9001, ITAR, safety, and other required programs as applicable.
• Aid in internal and external audits by organizing HR documentation and providing requested records within required timelines.
• Employee Relations & Performance
• Support employee relations matters by gathering documentation, coordinating meetings, and maintaining accurate records in alignment with HR guidance.
• Aid in performance management processes, including coaching documentation, corrective actions, and follow-up tracking.
• Maintain professionalism and confidentiality when handling sensitive employee information and investigations.
• Benefits & Leave Administration
• Support employees with benefits enrollment, qualifying life events, and general benefits questions; coordinate with vendors as needed.
• Support leave administration processes (e.g., FMLA/ADA/state leaves as applicable) by tracking documentation, timelines, and communication.
• Support PTO and leave tracking coordination and ensure proper documentation is retained.
• Payroll Support & HR Reporting
• Provide payroll processing backup support, including timecard review assistance and coordination of approved employee changes.
• Support HR reporting and metrics, including headcount, turnover, onboarding status, and training completion tracking.
• Identify opportunities to improve HR processes, forms, and documentation for consistency and efficiency.
• Executive Administration
• Provide administrative support to executive leadership, including calendar coordination, meeting scheduling, agendas, notes, action item tracking, and follow-up.
• Aid in preparation and organization of executive correspondence, reports, presentations, confidential documents, and special projects.
• Career Development & Onboarding
• Career Development & Onboarding
• Coordinate executive travel, visitor/client meetings, vendor communications, and other administrative tasks while maintaining discretion and professionalism.

Requirements

• Bachelor’s degree in human resources, Business Administration, or related field preferred.
• Minimum of 3 years of HR experience in an HR Specialist/Coordinator/Generalist support role preferred.
• Working knowledge of federal, state, and local employment laws and HR compliance requirements.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities with accuracy and discretion.
• Excellent interpersonal and communication skills, with the ability to maintain confidentiality and professionalism.
• Proficiency in Microsoft Office Suite; experience with HRIS and payroll systems (ADP preferred) is a plus.
• Ability to provide executive-level administrative support with discretion, follow-through, and strong written communication.

Qualifications

• Experience with HRIS and payroll systems (ADP preferred).
• Experience with Microsoft Office Suite.
• Experience with HRIS and payroll systems (ADP preferred).
• Experience with Microsoft Office Suite.

Skills

• Strong organizational skills.
• Attention to detail.
• Ability to manage multiple priorities with accuracy and discretion.
• Excellent interpersonal and communication skills.
• Proficiency in Microsoft Office Suite.
• Experience with HRIS and payroll systems (ADP preferred).
• Experience with Microsoft Office Suite.

Benefits

Expected annual salary range of $70,000 - 80,000 based on experience.

Medical, Dental, and Vision Insurance.

Life and Disability Insurance.

Paid Time Off, Sick Time and Paid Holidays.

401(k) Retirement Plan with Company Match first 3% at 100%, and the next 2% at 50%.

Additional voluntary benefits.

Pay

Expected annual salary range of $70,000 - 80,000 based on experience.

Schedule

Full-time position.