HR & Executive Assistant

Summary

The HR & Executive Assistant provides comprehensive administrative, operational, and clerical support to the Human Resources department while serving as a trusted administrative partner to Executive Leadership. This position plays a vital role in supporting daily HR operations, executive initiatives, employee lifecycle processes, benefits administration, and organizational compliance.

Additionally, this role serves as an important liaison to the Accounting department by coordinating invoice workflows, reconciling employee benefits billing, and assisting with financial documentation and administrative accounting support.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities with professionalism, confidentiality, initiative, and sound judgment. This position requires someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and can work independently while collaborating effectively across departments.

Essential Job Functions

Daily Responsibilities

• Serve as the primary point of contact for employee HR inquiries, benefits questions, and general personnel matters.
• Provide administrative support to the HR Director and Executive Leadership, including calendar management, meeting scheduling, call screening, correspondence, and administrative coordination.
• Prepare, organize, print, scan, distribute, and maintain confidential HR documents, executive reports, personnel files, and meeting materials.
• Coordinate recruitment activities by collecting resumes, scheduling interviews, communicating with candidates, staffing agencies, and hiring managers, and assisting throughout the hiring process.
• Receive, review, log, and route vendor invoices by verifying billing accuracy, obtaining approvals, organizing supporting documentation, and submitting completed packages to Accounting.
• Protect confidential employee information by ensuring personnel files, HRIS records, digital documents, and office systems remain secure and confidential.
• Demonstrate initiative by independently organizing priorities, anticipating administrative needs, and completing assignments with minimal supervision.

Weekly Responsibilities

• Coordinate with department managers regarding new hires, promotions, transfers, retirements, terminations, and other personnel changes.
• Partner with staffing agencies to monitor open requisitions, coordinate candidate submissions, and reconcile agency invoice billing.
• Prepare Personnel Action Forms (PAFs), payroll-related documentation, and employee status change forms.
• Maintain HRIS data integrity by updating employee records, auditing information for accuracy, and generating workforce reports as requested.
• Coordinate executive meetings by preparing agendas, organizing materials, tracking action items, and assisting with administrative follow-up.

Monthly Responsibilities

• Audit health, dental, vision, life insurance, and long-term disability invoices against HRIS records, resolve billing discrepancies, and submit approved invoices to Accounting for payment.
• Support employee benefits administration, including enrollments, qualifying life events, COBRA administration, payroll deduction updates, and employee communications.
• Coordinate onboarding activities, including scheduling and preparing documentation for new hire orientation, 40-day, and 80-day pulse interviews.
• Prepare executive reports, expense summaries, meeting packets, and recurring administrative reports.
• Monitor office and HR supply inventories while coordinating purchasing activities within budget guidelines.

Quarterly Responsibilities

• Distribute required federal and state compliance notices and employee benefit communications.
• Assist with coordinating company safety meetings, documenting follow-up items, and distributing safety communications.

Semi-Annual Responsibilities

• Assist with the administration, documentation, and tracking of Workers' Compensation, New York State Disability, Unemployment, Long-Term Disability, and Life Insurance claims.
• Coordinate Family and Medical Leave (FMLA) documentation by distributing required forms, monitoring employee submissions, maintaining records, and tracking leave status.

Annual Responsibilities

• Process annual compensation changes related to merit increases, promotions, transfers, and new hire adjustments.
• Assist leadership with year-end bonus preparation, compensation analysis, budgeting activities, and reporting.
• Complete OSHA reporting requirements and assist with compensation surveys and related reporting initiatives.
• Support annual Open Enrollment by preparing employee communications, educational materials, and assisting employees with benefit elections.
• Maintain HR policies, compliance postings, personnel record retention schedules, filing systems, and confidential document destruction procedures.
• Organize, archive, and purge HR, executive, and financial records in accordance with company record retention policies.

Additional Responsibilities

• Provide administrative support to the Accounting department during peak workloads, including document management, scanning, filing, and financial administrative tasks.
• Assist with company events, employee engagement initiatives, charitable activities, and executive-sponsored projects.
• Support cross-functional administrative needs across departments during periods of increased business activity.
• Perform other related duties and special projects as assigned to support Human Resources, Executive Leadership, Accounting, and overall business operations.