Executive Assistant and HR Administrator

Job Title: Executive/ HR Administrator

Job Summary

We are seeking a highly organized and proactive individual to serve as the Executive Administrative HR Coordinator, responsible for providing high-level executive support and managing key human resources functions. This hybrid role requires exceptional organizational, communication, and multitasking skills to ensure seamless operations for both executive leadership and HR activities. An ideal candidate is a proactive self-starter and problem solver with a passion for contributing to an engaging and people-first culture.

Responsibilities

Executive Administrative Support

• Provide comprehensive administrative support to the CEO and Executive team, including calendar management, travel coordination, and meeting preparation (including IT needs/ coordination)
• Coordinate complicated scheduling and extensive calendar management, as well as administration of content and flow of information to senior executives.
• Provide comprehensive administrative support to executives, including managing calendars, scheduling meetings, and handling correspondence.
• Prepare and distribute memos, presentations, reports, and other documents as required.
• Organize and maintain files and records, both electronic and physical.
• Coordinate travel arrangements and accommodations for executives when necessary.
• Ensure professional licenses for CEO and Executives are in annual compliance.
  
  

Bookkeeping/ Financial Support

• Collaborate with the leadership team to provide administrative support as needed, prioritizing tasks based on urgency and importance.
• Assist Business Manager with A/P and A/R as needed.
• File all documents associated with the role.
• Provide assistance with expense reports, including gathering receipts, organizing expenses, and ensuring accuracy.
• Support BD Travel Coordination & Management, including booking travel arrangements, accommodations, and managing itineraries.
• Perform other relevant tasks as needed to support the efficient operation of the department.
  
  

Communication Coordination & Marketing Support

• Serve as a pro-active point of contact between executives, employees, clients, and external partners.
• Assist in planning and organizing employee engagement and other events, collaborating with Operations, Culture Club, Business Development, and other departments to ensure smooth execution.
• Facilitate communication within the organization, ensuring timely dissemination of information and follow-up on action items.
• Liaise with the Marketing team for social media posts, photos and external marketing product.
• Draft and prepare correspondence for internal announcements, board meetings, etc., that the executive team is involved with.
• Coordinate internal company calendar with Opps, Social, and Culture Club events.
  
  

HR Management

• Ensure compliance with federal, state, and local employment laws for 3 studio locations and remote employees.
• Support Director of People Operations with onboarding and offboarding processes, ensuring compliance with company policies and procedures.
• Manage new hire paperwork completion, payroll setup, and enrollment for benefits.
• Update payroll records with changes, additions, or deletions.
• Assist new hires and contract labor with timesheet setup and training.
• Address employee inquiries related to HR policies, benefits, and payroll.
• Manage benefit renewal process, researching best options and providing insight into competitive landscape.
• Support Director of People Operations with scheduling coordination for yearly reviews
• Assist in managing PTO, leave of absences processes and maintaining accurate records.
• Assist in updating Employee Handbook; Recommend improvements to HR policies and procedures to enhance efficiencies.
  
  

Project Assistance

• Assist in the coordination and execution of special projects, events, and initiatives as assigned by executives.
• Conduct research, compile data, and provide analysis to support decision-making processes.
  
  

CRM and Database Management

• Management and updating of the CRM client database.
• Data entry and updating to the Vision Project Information Center for connection to Open Asset.
  
  

Business Development Support

• Support BD event efforts with an administrative approach, including logistical coordination and materials preparation.
• Provide Proposal Support, folder management, edits, etc. (INDD).
• Support BD Travel Coordination & Management, including booking travel arrangements, accommodations, and managing itineraries.
  
  

Qualifications

• Proven experience as an executive assistant, administrative assistant, or similar role.
• Proficiency in bookkeeping principles and software (e.g., QuickBooks, Xero).
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in data entry and financial reporting.
• Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal and communication skills, with the ability to handle confidential information.
• Ability to handle multiple projects and deadlines in a fast-paced environment.
• Discretion and professionalism when dealing with confidential information.
• Bachelor's degree in business administration, accounting, or related field preferred.
  
  

Note: The above-mentioned additional responsibilities are integral to the role of Executive Administrator and contribute to the efficient operation of the organization. The ability to communicate clearly, multitask, prioritize, and maintain attention to detail is essential for success in this position.Top of Form