Executive Assistant

JOB SUMMARY: 

The Executive Assistant / Human Resources Coordinator plays a vital dual role in supporting the organizational excellence, spiritual environment, and mission of Forest Home Christian Camps. Splitting responsibilities equally (50% Executive Assistant / Office Management and 50% HR Coordinator), this position serves as the high-level administrative liaison for the President/CEO, Board of Directors, and Senior Executive Team, while concurrently operating as the operational backbone of the Human Resources department alongside the HR Director.

The ideal candidate is an exceptionally organized, proactive, and hospitable professional who thrives in a collaborative environment, handles sensitive and confidential data with flawless discretion, demonstrates an action-oriented mindset, and actively embodies Forest Home’s Christian mission, values, and Biblical standards of conduct.

EXECUTIVE ASSISTANT & OFFICE MANAGEMENT (~ 50%)

• Administrative & Executive Support: Provides high-level administrative support to the President/CEO and Senior Executive Team.
• Project Management: Directs, prioritizes, and manages special administrative projects and assignments as needed across organizational initiatives.
• Board Meeting Governance & Logistics: Organizes and coordinates all lodging, food/catering, audio/visual setup, meeting materials, and additional logistics for Board of Directors meetings (3x per year).
• Staff Functions & Events: Assists with the planning and seamless coordination of organizational staff functions, including monthly staff lunches, all-staff activities, annual staff Christmas party, and additional events as required.
• Office Maintenance & Equipment Coordination: Maintains office inventory, stocks kitchen and breakroom supplies (food, beverages, paper products), and coordinates regular maintenance and leasing contracts for office equipment (copiers, printers).
• Spiritual Life & Organizational Culture: Actively supports and participates in staff spiritual life activities, devotions, and organizational fellowship.
• Other Duties: Performs other administrative and operational duties as assigned to support organizational leadership.

HUMAN RESOURCES COORDINATOR (~ 50%)

• Applicant Management & Hiring Coordination
  • Recruitment Support: Manages year-round job postings across internal, external, and ministry job boards for part-time, full-time, and seasonal positions.
  • Candidate Workflow: Monitors the Applicant Tracking System (ATS), reviews candidate submissions, routes applications to hiring managers, and schedules interviews.
  • Pre-Screening & Offers: Initiates and tracks pre-employment background checks, reference checks, and job offer letters.
• Onboarding & Employee Service
  • New Hire Onboarding: Coordinates new hire onboarding procedures, ensuring timely submission of Form I-9s, tax documents, and organizational policy acknowledgments.
  • Seasonal Support: Assists the HR Director in executing large-scale seasonal residential onboarding workflows for summer and winter camp staff.
  • Employee Customer Service: Acts as a welcoming, responsive customer service point-of-contact for employee inquiries regarding basic policies, forms, and procedures.
• Payroll Processing & Timecard Audits
  • Timecard Auditing: Conducts regular timecard audits across departments, tracking missed punches, meal break compliance, and supervisor approvals.
  • Payroll Execution: Executes bi-weekly payroll processing routines in coordination with accounting, ensuring accurate calculation of hours, PTO, and deductions.
• Benefits Administration & HRIS Management
  • Benefits Support: Assists employees with open enrollment, benefits inquiries, qualifying life events, and carrier form submissions under HR Director guidance.
  • HRIS Data Entry: Maintains accuracy of data within the Human Resources Information System (HRIS), entering salary changes, status updates, and terminations.
  • Personnel File Management: Maintains complete, compliant active and inactive paper and electronic personnel files in accordance with federal and California labor laws.
  • HR Reporting: Generates standard monthly and ad-hoc HR metrics reports (turnover, headcount, seasonal staffing logs, leave tracking).

EDUCATION and/or EXPERIENCE REQUIRED:

• Bachelor’s degree preferred, or an equivalent combination of education and progressive administrative experience.

QUALIFICATIONS:

To perform this job successfully, an individu…