Human Resources Specialist / Executive Assistant

Position Overview:

TRAX USA Corp is a leading aviation software company seeking a highly motivated Human Resources Specialist / Executive Assistant. This role supports both Human Resources and Executive Operations by providing executive-level administrative support to the senior leader and HR coordination. The position supports employee onboarding, recruitment activities, contractor processes, employee engagement initiatives, and HR operations, contributing to an efficient workplace and positive employee experience.

The ideal Human Resources Specialist / Executive Assistant is detail-oriented, highly organized, service-focused, and able to exercise discretion and sound judgment. This role requires strong communication skills and the ability to manage multiple priorities in a fast-paced environment while supporting leadership and HR initiatives.

Key Job Responsibilities:

• Provide administrative and operational support to the senior leader, including calendar management, meeting coordination, travel arrangements
• Prepare, organize, and maintain executive materials such as agendas, presentations, reports, and meeting documentation, ensuring timely follow-up and action tracking
• Support HR reporting and administration by maintaining accurate employee and contractor records, tracking onboarding and hiring activity, and responding to ad hoc data requests
• Coordinate employee onboarding activities by managing logistics, system access, equipment requests, documentation, and orientation scheduling in accordance with established processes
• Provide recruitment coordination support by maintaining job postings, managing applicant tracking system updates, scheduling interviews, and communicating logistical details to candidates
• Support pre-employment and offer-related administrative tasks as directed and maintain accurate recruitment documentation
• Support contractor onboarding and coordination by assisting with documentation, background checks, access requests, tracking engagement timelines, and maintaining contractor records
• Assist with contractor offboarding activities to ensure timely updates to systems, access, and documentation
• Support employee engagement initiatives by coordinating logistics for company events, and recognition activities, and assisting with related communications
• Maintain HR operational documentation, templates, and process guides to ensure consistency and compliance
• Support employee offboarding administration, compliance tracking, and audit preparation activities
• Identify and support improvements to HR and administrative workflows to increase efficiency and data accuracy
• Support the day-to-day operational needs of the HR department
• Other duties as assigned