The HR Assistant serves as a key support partner to HR leadership and the broader HR team. This role blends traditional HR administrative support with structured intake coordination to ensure the HR function remains warm, accessible, organized, and operationally disciplined.
This position ensures:
- No employee concern goes unheard.
- No issue falls through the cracks.
- Communication is handled with empathy and professionalism.
- HR leadership receives organized updates rather than reactive interruptions.
The ideal candidate has prior HR Assistant experience, strong emotional intelligence, excellent documentation habits, and the ability to balance employee-facing interaction with structured operational follow-through.
Key Responsibilities
Executive & Team Support
- Support HR leadership with calendar coordination and meeting scheduling.
- Coordinate interviews and candidate communications.
- Prepare structured agendas and meeting materials.
- Take detailed meeting minutes and document action items.
- Track follow-ups and assist in ensuring completion of assigned deliverables.
- Assist HR team members with administrative coordination needs.
- Draft routine HR communications and documentation.
- Support preparation of reports, presentations, and training materials.
- Coordinate travel logistics and meeting itineraries as needed.
HR Intake & Front-Door Management
- Serve as a primary intake point for HR inquiries via Teams, email, and other communication channels.
- Provide timely and empathetic acknowledgment of employee concerns.
- Answer routine and pre-approved HR questions (PTO, benefits, basic policies).
- Ensure inquiries are documented in structured systems.
- Maintain a warm, professional, and supportive presence in all interactions.
Documentation & Case Coordination
- Maintain detailed logs of HR inquiries and cases.
- Enter and update items in Azure DevOps (ADO) or designated tracking systems to ensure visibility.
- Partner with the Project Manager to ensure cases and action items are accurately reflected in ADO.
- Track inquiries from intake through resolution.
- Follow up with stakeholders to ensure timely closure.
- Maintain continuity across coverage periods and participate in structured handoffs.
Escalation & Routing
- Immediately escalate sensitive matters (harassment, misconduct, compliance issues) to HR leadership.
- Route inquiries to appropriate internal stakeholders.
- Defer prioritization decisions to HR leadership while maintaining tracking discipline.
Required Qualifications
- 3+ years of experience as an HR Assistant or HR Coordinator.
- Experience handling confidential and sensitive employee matters.
- Strong experience with workload management, calendar coordination, and meeting management.
- Experience working in structured systems (HRIS, case logs, ticketing systems, or project tracking tools).
- Proficiency in Microsoft Office Suite and Microsoft Teams.
- Experience with ADP or similar HRIS systems preferred.
- Familiarity with Azure DevOps or similar workflow tools preferred.
- Strong oral and written communication skills.
- Exceptional organizational and documentation skills.
- Ability to operate independently with high accountability.
Nice to have:
- Night shift and US-based experience
- Experience providing high-level/executive assistance
- American Accent and communication-level is a plus
