Executive Assistant (Human Resources)

Position Summary

The Human Resources Executive Assistant serves as the primary administrative and operational support partner to the Director of Human Resources. This highly confidential position is responsible for assisting with all aspects of Human Resources administration, payroll processing, benefits administration, employee records management, recruiting coordination, compliance tracking, departmental reporting, and special projects.

This role requires exceptional organizational skills, discretion, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced private club environment. The Human Resources Executive Assistant acts as a trusted resource for employees, managers, and leadership while supporting the overall efficiency and effectiveness of the Human Resources Department.

Essential Functions

Executive HR Support

• Provide direct administrative support to the Director of Human Resources.
• Manage calendars, meetings, training schedules, and departmental deadlines.
• Prepare confidential correspondence, reports, presentations, and meeting materials.
• Draft employee communications, policies, forms, and HR-related documentation.
• Maintain highly confidential personnel records and sensitive information.
• Assist with HR projects as assigned.

Payroll Administration

• Assist with payroll processing.
• Audit employee timecards for accuracy and completeness.
• Follow up with managers regarding missing approvals, punch corrections, and payroll discrepancies.
• Process payroll adjustments, PTO corrections, retroactive pay changes, and deductions.
• Generate payroll reports.
• Assist employees with payroll-related questions.

Benefits Administration

• Assist employees with benefit enrollment and eligibility questions.
• Process new hire enrollments, qualifying life events, and terminations.
• Coordinate with benefit brokers and insurance carriers.
• Maintain benefit records and employee files.
• Support annual open enrollment activities.

Human Resources Administration

• Maintain personnel files and electronic employee records.
• Assist with onboarding and offboarding activities.
• Coordinate background checks, employment verifications, and new hire paperwork.
• Track employee certifications, licenses, acknowledgments, and required training.
• Prepare HR metrics and reports.
• Monitor compliance deadlines and required postings.

Recruiting and Staffing Support

• Post positions and manage applicant tracking.
• Schedule interviews and coordinate candidate communications.
• Conduct reference checks.
• Prepare offer letters and onboarding documents.
• Assist with orientation and new employee welcome programs.

Employee Relations Support

• Serve as a resource for employee questions regarding policies, benefits, payroll, and procedures.
• Assist with employee recognition programs and engagement initiatives.
• Support employee events, trainings, and Club-wide initiatives.

Special Projects

• Assist with HRIS administration and reporting.
• Support compensation studies and salary review projects.
• Assist with policy revisions and handbook updates.
• Coordinate training programs and leadership development initiatives.
• Participate in departmental process improvement projects.
• Perform other duties as assigned by the Director of Human Resources.

Qualifications

Experience

• Minimum 5 years of administrative, human resources, or executive support experience.
• Experience supporting senior leadership strongly preferred.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Ability to prioritize multiple projects and deadlines simultaneously.
• Ability to maintain strict confidentiality.
• Strong analytical and problem-solving skills.
• Professional judgment and discretion.
• Ability to work independently with minimal supervision.
• High attention to detail and accuracy.