HR & Executive Assistant

Summary/General Functions

The HR & Executive Assistant provides comprehensive administrative, operational, and clerical support, primarily dedicated to the Human Resources department while dynamically supporting the Executive leadership team. This role is responsible for coordinating daily HR functions, maintaining confidential employee and executive records, and assisting with recruitment and benefits administration.

Additionally, the position acts as a crucial administrative bridge to the Accounting department by managing invoice workflows, reconciling benefits billing, and assisting with basic financial documentation. The ideal candidate is highly organized, professional, detail-oriented, and capable of managing shifting priorities with absolute discretion, initiative, and independent judgment.

Essential or Major Job Functions:

Daily Duties

• HR Front-Line Support: Serve as the primary point of contact for employees regarding day-to-day HR inquiries, benefits questions, and general personnel matters.
• Core Administrative Support: Provide high-level clerical support to the HR Director and executive team, including calendar management, meeting scheduling, call screening, and drafting correspondence.
• Document Management: Prepare, organize, distribute, print, scan, and file confidential HR documents, executive reports, meeting materials, and personnel records.
• Recruitment Coordination: Assist with talent acquisition activities by collecting resumes, coordinating interview schedules, and interfacing with candidates, staffing agencies, and hiring managers.
• Accounts Payable Liaison: Check and log incoming invoices, verify billing accuracy, obtain internal approvals, organize supporting documentation, and route to the Accounting department for timely processing.
• Data Security: Ensure all confidential physical files, digital records, HRIS systems, and software applications are properly secured at the close of each business day.
• Proactive Workflow: Demonstrate initiative by independently identifying task priorities and completing administrative workflows without waiting for explicit direction.

Weekly Duties

• Personnel Action Tracking: Coordinate with department managers regarding hiring activity, employee transfers, retirements, terminations, and other structural personnel changes.
• Agency Management: Work directly with staffing agencies to track open job requisitions, coordinate candidate submittals, and cross-reference agency invoice billing.
• Payroll & Status Documentation: Prepare Personnel Activity Forms (PAFs), payroll-related forms, and official employee status change documentation.
• HRIS Data Integrity: Maintain and audit employee data within the HRIS platform, generating ad-hoc workforce reports as requested.
• Executive Tracking: Assist executive leadership with meeting coordination, agenda preparation, action-item tracking, and administrative logistics.

Monthly Duties

• Benefits Reconciliation: Review and audit health insurance, dental, vision, life, and long-term disability (LTD) invoices against HRIS system reports. Resolve discrepancies directly with providers and submit approved packages to Accounting for payment.
• Benefits Administration: Support monthly employee benefits administration, including new hire enrollments, COBRA tracking/notifications, and payroll deduction communications.
• Onboarding Deliverables: Coordinate new hire onboarding logistics, including scheduling and compiling documentation for 40-day and 80-day pulse interviews.
• Executive Reporting: Prepare recurring executive summaries, financial/expense recaps, meeting packets, and corporate filing materials.
• Office Procurement: Monitor and order office and HR supplies while managing the administrative support budget.

Quarterly Duties

• Compliance Notices: Distribute mandatory group insurance updates and federal/state compliance notices to staff.
• Safety & Risk Support: Assist with the administrative coordination of company safety meetings, compile related follow-up action items, and distribute safety memos.

Semi-Annually Duties

• Claims Administration: Assist with the documentation, tracking, and administrative filing requirements for Workers’ Compensation, New York State Disability, Unemployment, LTD, and Life Insurance claims.
• Leave Management: Distribute, collect, organize, and monitor FMLA d…