HR Administrative Assistant Job Description

HR Administrative Assistant Job Description

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HR administrative assistant provides advice and suggestions to managers and employees on employment status issues, and help educate campus community of state/federal employment laws, practices, regulations and procedures along with their applicability to CSU/SSU and California State requirements.

HR Administrative Assistant Duties & Responsibilities

To write an effective HR administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included HR administrative assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Daily support of operational activities of the BEST team – handling a broad range of tasks including (scheduling meetings, correspondence with executive management and their support staff, meeting scheduling)
Assist in candidate management – responsible for daily scheduling of senior level candidates at various stages of the hiring process including collection and dissemination of background material, candidate travel, meeting scheduling, conference room/video conference bookings
Meet and greet visitors and clients – answering phones, conference room/meeting area coordination (both physical and virtual) and meal arrangements
Travel Planning – handle candidate and team member travel arrangements including airline reservations, hotel accommodations, car rental reservations, car service arrangements and other support services as needed
Assist in preparation of presentations (internal and external)
Coordinate travel arrangements and associated reservations including flights, hotels, car service, and dinner reservations
Assist with corporate event planning and gift research in conjunction with the other members of the administrative team
Provide general office support by assisting with the maintenance, organization, and upkeep of kitchens, conference rooms, the supply room, and common areas throughout the day
Assist the Office Manager with ad-hoc Admin projects and miscellaneous Administrative requests
Act as back-up for other Administrative team members as necessary

HR Administrative Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for HR Administrative Assistant

List any licenses or certifications required by the position: CPI, CPR, HR, PHR, AGC, A1, ID, I9

Education for HR Administrative Assistant

Typically a job would require a certain level of education.

Employers hiring for the HR administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Human Resources, Education, Business, Associates, Business/Administration, Management, Administrative Assistant, Communication, Science, Administration

Skills for HR Administrative Assistant

Desired skills for HR administrative assistant include:

Federal and state employment laws
Human Resources practices and legislation
Job groups
Local pay practices
Pay levels
Procedures
Benefits
Benefits for hourly and salaried employees
ADA
Federal employment regulations

Desired experience for HR administrative assistant includes:

Supports human resources department by coordinating meetings/events for Executive Aon HR Leader, directs and HR Connect team, arrange domestic/global travel, submits expenses, professionally handle highly confidential information
Schedule and coordinate logistics for small/large domestic and international meetings/events, HR Operation Town Hall meetings, Leadership Team meetings, video conferences, yearly forums and any other meetings as required
Knowledge of reconciling domestic and international expenses
Show professionalism working on highly sensitive information on a daily basis
Ability to multi-task, problem solve, make decisions and prioritize projects
Responsible for administrative tasks to support the HR Vice President and department

HR Administrative Assistant Examples

1

HR Administrative Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of HR administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for HR administrative assistant
  • Colleague file administration – centralize all hard copy colleague files
  • Anticipates needs of CEO, handle day-to-day issues, manage executive’s schedule, collect and prepare necessary information and materials arranging CEO’s travel
  • Creates/refines critical documents for CEO including internal and external presentations, committee meetings, board presentations, preparing of expense reports
  • Onsite liaison for Board of Directors and Operating Committee
  • Manages administrative staff
  • Helps onboard new employees including performing verifications and reviewing new employee onboarding material
  • Enters data into databases and composes reports, presentations and correspondence
  • Files correspondence and other reports/records
  • Orders production and/or office supplies and maintains records of inventory
  • Provide clerical support for employee management system
Qualifications for HR administrative assistant
  • Solutions oriented and strong capability in resolving problems
  • Remains open to helping others’ brings new ideas and exhibits willingness to try new things
  • Adaptability to change in the work environment, manages well through competing demands and is able to deal with frequent change, delays or unexpected events
  • Must be able to work professionally and handle confidential information
  • Must be able to multi task and prioritize in a fast paced environment
  • Extensive working knowledge in MS suite of applications, including advanced skills in PowerPoint and Excel skills
2

HR Administrative Assistant Job Description

Job Description Example
Our company is looking to fill the role of HR administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for HR administrative assistant
  • Coordinates candidate interview process with hiring managers
  • Independently manages calendars, including complex meeting and travel coordination schedules and confirms internal and external appointments for individuals
  • Edits and produces advanced internal and external communications
  • Creates and proofs packets of information
  • Prepare PowerPoint presentations, advanced Word documents and spreadsheets
  • Prepare engineering and training documents
  • Set up/coordinate travel
  • Track document processing
  • Enter contractor work hours into time entry system
  • Prepare organization charts
Qualifications for HR administrative assistant
  • The ability to navigate a complex organization and to leverage relationships to get things done
  • A proactive approach and good problem solving skills
  • An interest in HR as a key enabler of the business
  • Two to five years of experience in Payroll or HR preferred
  • Prepare the upcoming daily calendar along with all pertinent meeting materials, correspondence and e-mails
  • A candidate with a high level of poise, tact, diplomacy and interpersonal skills that is able to communicate with all level of the organization handle sensitive and confidential issues is highly preferred
3

HR Administrative Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of HR administrative assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for HR administrative assistant
  • Assists in the preparation of emergency manuals according to civil protection requirements
  • Prepares annual HR Budget for Mexico region
  • Coordinates selection processes for hourly and salaried positions
  • Process biweekly payroll for both union and non-union payroll systems
  • Process HR forms for new hire employees, transfers, salary increases
  • Create job posting requisitions for recruitment team
  • Occupational Health & Safety administrative functions
  • Provide administrative support for executive/management team as required
  • Assist the team with ad hoc requests coordination of events, meetings, travel
  • Back up for reception breaks (lunch & coffee) as required
Qualifications for HR administrative assistant
  • Profit plan preparation as required
  • Kronos reporting experience a plus
  • Requires successful completion of a one- or two-year degree/diploma in an administrative assistant/secretarial field or a minimum of two years' experience in a secretarial/administrative assistant role performing responsibilities such as managing calendars, creating correspondence/reports/presentations, database/spreadsheet management, coordinating travel, , or Bachelor's degree
  • Must be proficient with Microsoft PC applications – PowerPoint, Excel and Word
  • Minimum of three years general administrative experience
  • A high level of diplomacy, tact, and judgment upbeat and positive attitude
4

HR Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is hiring for a HR administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for HR administrative assistant
  • Welcomes on-site visitors, determines nature of business announces visitors to appropriate personnel and updates welcome sign as necessary
  • Monitors visitor access, issues visitor's badges and explains dress code requirements when visiting the plant
  • Operates multi-line telephone system, answering incoming calls, determines purpose of caller, transfers calls to appropriate personnel or department and/or takes and delivers messages
  • Creates quarterly company newsletter and flyers as requested
  • Maintains fax machine and printer, assists users, sends faxes, and retrieves and routes incoming faxes
  • Coordinates purchasing and delivery of office and breakroom supplies, ensuring supply cabinets are always fully stocked
  • Coordinates office lunches which includes ordering, arranging for delivery or pick up, set up and clean up, decoration and employee notifications
  • Assists with company events, community activities and meetings
  • Ensure all community office spaces are clean and organized at all times
  • Performs additional duties and responsibilities as assigned by the Management Team and General Manager
Qualifications for HR administrative assistant
  • Prior work experience in a manufacturing environment preferred
  • 1-3 years of email software experience required
  • 1-3 years of meeting and travel planning preferred
  • 1-3 years of office purchasing/procurement preferred
  • Practical, detail oriented, flexible and dedicated team player that is also capable of working independently
  • Be local to the Columbia, MD area
5

HR Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of HR administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for HR administrative assistant
  • Establishes and maintains files, reports, and other hard copies of computerized information related to departmental operations
  • Maintains a computer calendar in MS
  • Without a second thought independently make sound decisions and judgment calls on behalf of senior level leaders
  • Answering phone calls and emails
  • Filing, faxing, and data entry
  • Completing other clerical tasks and projects as assigned
  • Payroll Coordinator duties
  • Respond to payroll issues from employees
  • Train Kronos users on any upgrades, system changes or advancements to ensure their ability to properly use the system for administration of payroll, time and attendance
  • Coordinate all payroll changes with Payroll (tax changes, direct deposit, garnishments, deductions…etc)
Qualifications for HR administrative assistant
  • Excellent working knowledge of PC-based applications such as MS Office - Word, Excel, Project, PowerPoint (things like inserting tables into Word docs, revision bars)
  • Background in report development
  • Willingness to take on both important mundane tasks
  • Must be able to provide an outstanding customer service to employees, managers, contractors and clients
  • College degree in business administration, industrial relations or psychology preferred
  • Must be decisive and able to work under pressure and handle a multitude of projects at one time

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