Human Resources Specialist / Executive Assistant

Responsibilities

• Provide administrative and operational support to the senior leader, including calendar management, meeting coordination, and travel planning.
• Prepare, organize, and maintain executive materials such as agendas, presentations, reports, and meeting documentation, ensuring timely follow-up and action tracking.
• Support HR reporting and administration by maintaining accurate employee and contractor records, tracking onboarding and hiring activity, and responding to ad hoc data requests.
• Coordinate employee onboarding activities by managing logistics, system access, equipment requests, documentation, and orientation scheduling in accordance with established processes.
• Provide recruitment coordination support by maintaining job postings, managing applicant tracking system updates, scheduling interviews, and communicating logistical details to candidates.
• Support pre-employment and offer-related administrative tasks as directed and maintain accurate recruitment documentation.
• Support contractor onboarding and coordination by assisting with documentation, background checks, access requests, tracking engagement timelines, and maintaining contractor records.
• Assist with contractor offboarding activities to ensure timely updates to systems, access, and documentation.
• Support employee engagement initiatives by coordinating logistics for company events, recognition activities, and assisting with related communications.
• Maintain HR operational documentation, templates, and process guides to ensure consistency and compliance.
• Support employee offboarding administration, compliance tracking, and audit preparation activities.
• Identify and support improvements to HR and administrative workflows to increase efficiency and data accuracy.
• Support the day-to-day operational needs of the HR department.
• Other duties as assigned.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, Social Sciences, or a related field, or equivalent practical experience.
• Minimum of two (2) years of experience in Human Resources, People Operations, HR administration, or a related support role.
• Experience providing administrative or operational support to senior leaders or cross-functional teams.
• Working knowledge of core HR processes, including onboarding, offboarding, recruitment coordination, and employee records management.
• Basic understanding of federal, state, and local employment laws and HR best practices.
• Strong organizational, time-management, and prioritization skills with a high level of attention to detail.
• Demonstrated ability to manage multiple tasks, deadlines, and shifting priorities in a fast-paced environment.
• High level of professionalism and discretion when handling confidential and sensitive information.
• Proficiency with Microsoft Office tools (Outlook, Word, Excel, PowerPoint).
• Prior experience using an HRIS and/or applicant tracking system; Paylocity experience is a plus.
• Strong written and verbal communication skills with the ability to interact effectively with employees, managers, and external partners.
• Service-oriented mindset with a focus on accuracy, responsiveness, and follow-through.

Technologies

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• HRIS
• Applicant Tracking System
• Paylocity

Job Type

• Full time / Salaried

Job Status

• Non-Exempt

Job Level

• Associate

Job Location

• Fully Onsite - Coral Gables

Job Shift

• First - 8a - 5p / Off-Hours

Remote

• No