HR & Recruiting Assistant

Job Summary:

Robbins Schwartz is seeking a highly organized, detail-oriented HR & Recruiting Assistant to support the firm’s Human Resources department, with a strong focus on recruiting. This role will assist with a wide range of administrative tasks, including candidate communication, interview scheduling, onboarding coordination, and general HR support. The ideal candidate will be professional, proactive, and comfortable managing multiple priorities in a fast-paced environment. This position works closely with the HR Generalist and firm leadership to ensure smooth operations and a positive experience for both internal staff and prospective candidates.

Recruiting Support (Primary Focus):

• Manage the recruiting communications and respond to candidate inquiries in a timely and professional manner.
• Schedule interviews, coordinate calendars, and communicate logistics to candidates and hiring managers.
• Conduct initial outreach to potential candidates, including sourcing through job boards, LinkedIn, and other platforms.
• Assist with posting job ads on various job boards, the firm website, and professional networks.
• Track candidate pipelines and maintain accurate recruiting records.
• Prepare and send rejection letters and follow-up communications.
• Assist with candidate screening as needed (resume review, sending assessments).

HR Administrative Support:

• Assist with onboarding tasks such as preparing new hire materials, scheduling orientation, and gathering documentation.
• Maintain employee files (digital and physical) and ensure documents are up to date.
• Prepare HR correspondence, forms, and internal communications.
• Help with benefits administration tasks, open enrollment materials, and employee notices.
• Assist with HR reporting, spreadsheets, and tracking firm metrics.
• Support policy updates, compliance tasks, and annual projects as needed.

General Administrative Support:

• Monitor and triage emails and phone calls with appropriate prioritization.
• Manage calendars, meeting schedules, and deadlines for HR and firm leadership.
• Prepare and edit documents, memos, and presentations.
• Organize, maintain, and retrieve documentation for quick access.
• Assist with firm communications and updates.
• Support other administrative and operational staff when overflow work arises.

Qualifications and Technical Skills:

• Associate or Bachelor’s degree preferred, but not required.
• 1–3 years of recruiting or HR experience preferred (law firm or professional services experience a plus).
• Proficiency in Microsoft Office Suite, Adobe, and Outlook.
• Experience with LinkedIn Recruiter, Indeed, or applicant-tracking systems preferred.
• Strong interpersonal and communication skills—both written and verbal.
• Highly organized and detail-oriented with strong time-management skills.
• Ability to maintain discretion and strict confidentiality.
• Professionalism, strong customer service mindset, and the ability to interact well with candidates, attorneys, and staff.
• Comfortable learning new software and systems.

Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

Robbins Schwartz provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.