HR Assistant / Executive Assistant

The HR Coordinator / Executive Assistant provides comprehensive administrative, human resources, payroll, recruiting, and executive support to ensure the efficient operation of the organization. This position requires a high level of organization, discretion, attention to detail, and the ability to manage multiple priorities and confidential matters simultaneously.

Essential Duties & Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative support to company executives and leadership.
• Coordinate business travel, including working with travel agencies
• Maintain the company travel calendar
• Reconcile travel expenses
• Maintain and update company office phone/contact lists
• Prepare, track, organize, and distribute confidential documents and correspondence
• Track and follow up on various company payments, requests, and administrative matters
• Assist with employee appreciation events and other company activities
• Prepare and maintain monthly updates and reports for designated company and family administrative matters
• Track expenses, process invoices, and maintain accurate records for designated administrative accounts.

Human Resources Administration

• Provide general HR administrative support to employees and management
• Assist with HR-related issues and employee matters for the Alabama location
• Prepare and maintain employment-related documentation
• Track and submit required IRS documentation
• Coordinate employee benefit enrollments, changes, and related documentation.
• Coordinate apartment and housing requests for employees
• Assist with preparation for and coordination of annual IATF audits, including gathering required HR documentation, maintaining audit records, preparing reports, and providing requested information to auditors.
• Assist with maintaining HR processes and documentation to support ongoing IATF compliance and audit readiness.

Immigration Support

• Assist with Visa, Green Card, and other employment-based immigration matters.
• Gather required documentation and information from employees and company personnel.
• Prepare employment verification and other supporting letters and documentation.
• Work directly with immigration attorneys to provide requested information and documentation.
• Track immigration cases and maintain organized records of submissions and correspondence.

Payroll Administration

• Assist with preparation and processing of payroll
• Enter vacation, missed punches, and other payroll adjustments.
• Run payroll and prepare detailed payroll reports.
• Complete payroll detail reports and supporting spreadsheets for management.
• Maintain employee-related payroll tracking and reporting.
• Process Income Withholding Orders (IWO)
• and provide payroll summaries to the Finance Department
• Coordinate with internal personnel regarding payroll questions, discrepancies, and required corrections

Benefits & 401(k) Administration

• Coordinate employee benefit enrollment, changes, and related paperwork
• Work with insurance carriers and benefit brokers regarding employee benefits
• Audit monthly carrier invoices, including medical, dental, vision, and other benefit-related invoices
• Review insurance renewal rates and supporting documentation
• Maintain insurance exposure worksheets
• Assist with 401(k) administration, including employee enrollment, changes, and loan tracking.
• Coordinate with the company's 401(k) provider and benefit representatives as necessary.

Recruiting & Employment

• Prepare and post job openings for company positions
• Review applications and resumes and assist with candidate screening
• Coordinate and schedule candidate interviews
• Conduct initial candidate interviews
• Coordinate with employment agencies and recruiters as necessary.
• Maintain recruiting records and applicant information.
• Assist management with coordinating the hiring and onboarding process.

Qualifications & Skills

• College Degree preferred
• 3 years of experience in human resources, executive administration, payroll, office administration, or a related field
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines
• Strong attention to detail and accuracy, particularly when working with payroll, financial information, benefits, and confidential documentation.
• Ability to handle highly confidential employee, financial, legal, and business information with discretion.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong follow-up skills and ability to work independently with minimal supervision
• Ability to identify issues, research solutions, and follow matters through to completion.
• Experience with payroll, benefits, 401(k), recruiting, immigration administration, or IATF/quality-system audit support strongly preferred.

Empire Electronics, Inc. is the leading North American Automotive Supplier of Exterior Lighting Harnesses, Printed Circuit Board Assemblies, and Components. We collaborate with OEMs and leading automotive suppliers to design, develop and manufacture a full range of products, such as printed circuit board assemblies, sockets, connectors, and plastic-injection molded components for the automotive market. We are leaders in producing high-volume, error-free wiring harnesses, sockets, connectors and other injection-molded components. Empire Electronics is a vertically-integrated company, which allows us to provide customers the most competitively-priced products in the industry.

Mission
Since 1981, we have developed a vertically integrated supply chain aimed at satisfying our customers’ needs. Thanks to our engineering, manufacturing, and testing capabilities, we have reduced cost and increased quality all in the effort to bring our customers components – from design through validation – as rapidly as possible. At Empire, we stringently adhere to our customers’ specifications and make sure all of their requirements are fulfilled.

Vision
At Empire, we aspire to become the best automotive Tier 2 supplier in the world. By consistently exceeding industry standards in terms of quality and costs and being environmentally conscious, we aim to surpass our customers’ expectations with our products and services. Through our highly skilled management team and dedicated workforce, we strive to lead and innovate our way to further