Job Summary
KDCI Outsourcing is seeking an experienced
HR Administrative Assistant to provide high-level administrative and operational support to senior leadership and HR Business Partners within a fast-paced
US HR consulting environment. This role is critical to ensuring accurate documentation, clear client communication, and consistent follow-through on HR-related deliverables.
We are looking for a disciplined, detail-driven professional who understands the importance of compliance, confidentiality, and process consistencyparticularly in supporting US and California-based HR operations. The ideal candidate is confident, reliable, and committed to long-term professional stability and growth while upholding established service standards.
Key Responsibilities
Client & Meeting Support
- Attend virtual client meetings with HR Business Partners and accurately document discussions.
- Produce clear, accurate, and complete Minutes of the Meeting (MoM) manually, without using AI tools.
- Capture decisions, risks, action items, owners, and deadlines in real time.
- Draft and send professional post-meeting recaps to clients promptly.
- Track open action items and follow-ups using internal project management tools.
Document Preparation & File Management
- Draft HR documents such as handbooks, offer letters, and internal HR materials using approved templates.
- Format documents to meet branding, clarity, and quality standards.
- Maintain version control and follow file-naming conventions.
- Upload, organize, and manage files within internal systems while ensuring confidentiality and data integrity.
Internal Platforms & Administrative Support
- Track time spent on client work using approved time-tracking tools.
- Document meeting notes in shared documentation systems.
- Assign tasks, upload documentation, and manage workflows in internal project management platforms.
- Monitor shared inboxes and draft professional email responses for review.
- Provide general administrative support to internal teams and client-facing HR Business Partners.
- Assist with calendar management, meeting scheduling, and project timeline coordination.
- Perform other duties as assigned.
Branding & Visual Support
- Use Canva to create branded client-facing documents and internal visuals.
- Ensure consistent application of visual, professional, and brand standards across materials.
Confidentiality & Compliance
- Use only approved templates, SOPs, and tools.
- Maintain strict confidentiality of all client and company information.
- Protect intellectual property and adhere to internal compliance and documentation standards.
Job Requirements
- Minimum 2+ years of experience in HR administration, executive support, or a similar administrative role.
- Experience supporting US-based HR operations, preferably with exposure to California HR practices.
- Background working closely with HR professionals or HR consulting teams.
- Proven ability to produce accurate, detailed meeting minutes manually (no AI-assisted note-taking tools).
- Previous call center experience, demonstrating structured communication and active listening skills.
- Strong written and verbal English communication skills.
- High attention to detail with excellent proofreading, documentation accuracy, and follow-through.
- Proven ability to manage multiple priorities independently with minimal supervision.
- Familiarity with HR documentation, templates, and terminology.
Work Ethics & Traits
- Strong listening comprehension with the ability to independently synthesize discussions into accurate, real-time documentation.
- Disciplined work habits and respect for traditional, process-driven workflows.
- Integrity in documentation captures facts accurately, not interpretations.
- Accountability for outputs without reliance on shortcuts or automation tools.
