Human Resources Administrative Assistant

About the role

The Human Resources Administrative Assistant reports directly to the Vice President of Human Resources and provides administrative support to the Vice President as well as operational and administrative support across the Human Resources department, including Human Resources Operations, Talent Acquisition, and Professional Development. This position serves as a central administrative resource for HR leadership and assists with the day-to-day coordination, organization, and execution of departmental activities. The HR Administrative Assistant is responsible for maintaining HR records and documentation, coordinating meetings and training activities, supporting talent acquisition and employee programs, assisting with new hire and office logistics, and helping ensure the HR department operates efficiently and professionally. This position regularly handles confidential employee and business information and requires strong organization, attention to detail, follow-through, discretion, and customer service skills.

Responsibilities

• Provide administrative support across the Human Resources team.
• Greet and assist visitors to the HR office and manage the visitor check-in process.
• Maintain and confirm HR department phone and contact information.
• Assist with processing and organizing expense report documentation, including scanning receipts and supporting records.
• Order and maintain office supplies, coffee, meeting supplies, and other department materials; submit and follow up on office maintenance and facility requests as needed.
• Manage HR training and conference room calendars, assist with room scheduling, and prepare rooms for meetings, trainings, interviews, and other HR events.
• Order, organize, and maintain required labor law posters and coordinate lamination and distribution as needed.
• Perform occasional local errands and provide logistical support for HR department activities, recruiting events, trainings, and employee programs.
• Scan, index, organize, and maintain HR documentation in the appropriate employee or departmental records system, ensuring records are accurate, organized, and confidential.
• Maintain the Auto Insurance inbox and ensure applicable documentation is appropriately processed and indexed.
• Enter and maintain MVR information in Viewpoint as required.
• Assist with other HR system data entry, record maintenance, and administrative processing as assigned.
• Coordinate administrative setup for new HR department employees, including IT requests for system access, computer equipment, and other technology needs.
• Assist with workstation preparation and new hire readiness.
• Coordinate name plates,