HR Administrative Assistant

Description

• Provide administrative assistance across HR functions, including creating presentations, flyers, and communications.
• Manage One Call Now by adding new hires weekly.
• Send monthly welcome updates for new hires to IS&T for intranet posting.
• Create new employee folders and manage related documentation.
• Support wellness and engagement initiatives, including event planning, scheduling, and logistics.
• Coordinate with external recruitment agencies, including intake discussions, candidate debriefs, and follow-up communications.
• Support college recruiting events, including scheduling, confirming dates with schools, coordinating LS Power swag, and managing event materials.
• Coordinate travel arrangements and handle expense reporting for HR team.
• Process and reconcile HR invoices.
• Manage calendars for HR team travel and appointments.
• Assist with resume review and event follow-up, contributing to candidate outreach and employer branding initiatives (including social media coordination).
• Assist with quarterly Culture Amp New Hire Surveys and data reporting.
• Build and coordinate the onboarding schedule, connecting with Compliance, IS&T, and Total Rewards & Payroll to ensure all required trainings are scheduled in Outlook.
• Assist with cross-functional HR and recruiting meetings, ensuring materials and logistics are prepared in advance.
• Order and maintain inventory of HR swag and promotional products.
• Partner with the Learning & Development (L&D) team to update new hire training plans.
• Manage recruiting data and workflows in iCIMS, supporting system organization, data accuracy, and reporting needs.
• Compile and format resume booklets and other recruiting collateral for use at events and internal meetings.
• Participate in HR welcome greetings and one-week check-ins for new hires.
• Create and manage the HR newsletter, ensuring timely and engaging updates.
• Conduct research in SHRM and other resources to support HR initiatives and projects.
• Maintain the New Hire Tracker to ensure all onboarding information is current.
• Prepare intake forms, interview agendas, and customized scorecards to support consistent and organized hiring processes.
• Manage scheduling and logistics for interviews (virtual and onsite), intake meetings, and semi-annual hiring forecast sessions.
• Support new hire rewards in Perk Up.
• Assist with background screenings and provide regular status updates to the Talent Acquisition team.
• Maintain and organize interview documentation — notes, scorecards, and candidate files — for accurate recordkeeping and compliance.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• Communicate clearly and effectively across multiple teams.
• Are comfortable managing multiple projects in a fast-paced, dynamic environment.
• 1–3 years of administrative or HR experience.
• Have strong organizational skills, attention to detail, and a proactive mindset.
• Experience with iCIMS, ADP, or similar HR systems preferred.
• Familiarity with AI tools and an interest in HR process improvement.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance