HR Department Assistant

Summary: The HR Department Assistant serves as the front‑line ambassador for the Division Support Office while providing essential administrative and operational support to the Corporate Human Resources leadership team. This role is responsible for creating a professional, welcoming first impression for employees, candidates, and visitors, while also assisting with a broad range of HR administrative activities across talent acquisition, training and development, HR operations, and employee engagement. This position requires a high level of professionalism, confidentiality, organization, and adaptability. The ideal candidate is a proactive administrative professional who thrives in a fast‑paced environment and takes pride in supporting senior leadership while delivering an exceptional employee and visitor experience. Core Functions: Front Desk & Division Support Office Administration - Serve as the primary front desk contact for the Division Support Office; greet visitors, answer and route calls, and coordinate visitor access and meeting logistics. - Open and close the office daily; maintain a professional, organized front desk, lobby, and common areas. - Receive, sort, and distribute mail; manage outgoing shipments and deliveries. - Provide general office administrative support, including office supply inventory, ordering, and event/meeting assistance. - Support office purchasing and operations by processing invoices and creating purchase orders in Epicor as assigned. - Serve as the Concur administrator, managing users, tickets, and basic travel support. - Coordinate outside building maintenance, repairs, and vendor services. HR Leadership Administrative Support - Provide administrative support to the CPO, HR Directors, and Corporate HR Manager, including scheduling meetings, coordinating calendars, and preparing materials. - Assist with the preparation of presentations, reports, correspondence, and departmental communications. - Coordinate conference rooms, virtual meetings, catering, and meeting logistics. - Organize and maintain HR files, records, and documentation in compliance with confidentiality and retention requirements. Talent Acquisition & Onboarding Support - Assist the Talent Acquisition team with interview scheduling, candidate coordination, and communication. - Support onboarding activities by preparing new-hire packets, coordinating orientation logistics, and ensuring required documentation is completed and filed. - Assist with pre‑employment process coordination (administrative tracking and follow‑up only). - Serve as a welcoming first point of contact for candidates visiting the Division Support Office. Training, Development & Engagement Support - Support the HR Director of Training & Development with scheduling, tracking, and coordination of training sessions and programs. - Maintain training rosters, attendance logs, certifications, and related documentation. - Assist with planning, communications, and logistics for HR‑led meetings, trainings, and engagement initiatives. - Provide administrative support for company events and employee engagement activities. HR Operations & Compliance Support - Assist with data entry and maintenance within HR systems, ensuring accuracy and timeliness. - Help prepare basic HR reports, metrics, and audit materials as requested. - Respond to routine HR questions by directing employees to appropriate HR contacts or resources. - Handle sensitive and confidential information with discretion, professionalism, and integrity at all times. - Provide administrative support for payroll, benefits, or leave processes as needed. Additional Responsibilities - Identify opportunities to improve administrative efficiency and office operations. - Support cross‑functional administrative needs within the Division Support Office. - Perform other duties and special projects as assigned to support overall HR and office operations. Duties, responsibilities, and activities are not limited to the list above and may change at any time with or without notice. Key Measures of Success: - Creates consistently positive first impressions for visitors, candidates, and employees. - Provides accurate, timely, and confidential administrative support to HR leadership. - Effectively coordinates interviews, onboarding activities, and training logistics. - Demonstrates strong organization, prioritization, and follow‑ - Exhibits professionalism, attention to detail, and a service‑oriented mindset. - Consistently exhibits and displays the company’s values of “Own It. Can Do. Act in Love.” - Own It – Commitment to customer, company, and each other. - Can Do – Team Player, Open to Change, & Pursuing continuous improvement. - Act in Love – Treating others with humility, respectfulness, kindness, honesty, patience, and self-control. Education & Experience: Minimum Requirements - High school diploma or equivalent. - Two (2) or more years of experience in an administrative, receptionist, or office support role. - Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint). - Strong organizational, communication, and time‑management skills. - Proven ability to handle confidential information with discretion. Preferred Qualifications - Associate’s or Bachelor’s degree in Business Administration, Human Resources, or a related field. - Prior experience supporting HR, executive leadership, or a corporate office environment. - Experience coordinating interviews, onboarding, or training activities. - Familiarity with HRIS or applicant tracking systems. Physical Demands & Work Environment: Work is performed in an office environment. This role will routinely utilize standard office equipment to perform the core functions listed in this job description. This position requires the ability to occasionally lift office products and supplies as well as communicate verbally and electronically. The work is primarily sedentary and requires extensive reading to perform the core functions listed in this job description. While performing the core function of this job, the employee is regularly required to talk, hear, and stand. Reasonable accommodation may be made to enable individuals with disabilities to perform core functions. Travel No expected travel.