HR Assistant

Interview Coordination & Logistics

• Serve as the primary point of contact for interview scheduling, coordinating availability across candidates, recruiters, and hiring teams to secure timely, conflict-free interview slots
• Send timely interview confirmations and clearly communicate all logistical details – timing, format, location, and participants – to candidates and internal stakeholders
• Book conference rooms and set up Zoom/Teams links, ensuring all technical and physical arrangements are in place ahead of each interview
• Maintain accurate candidate links and tracking documentation to give recruiters real-time visibility into pipeline activity

Recruiting Operations & Tracking

• Monitor and update candidate interview status at every stage of the hiring process, ensuring records remain current and accurate
• Build, update, and maintain recruiting trackers to support data-driven hiring decisions
• Track the status of open positions and proactively flag gaps or bottlenecks to the recruiting team
• Maintain CEO portfolio tracking, keeping key information organized and up to date
• Support the onboarding process by preparing and sending new hire emails and completing related administrative tasks

Team & Resource Management

• Own and manage the shared HR calendar, ensuring key dates, meetings, and deadlines are accurately reflected
• Manage the shared recruiting email inbox, triaging and routing messages promptly to keep communication flowing
• Organize and maintain shared folders and documents so the team can easily locate up-to-date resources
• Assist with the management of HR content and communications on the company intranet, including birth announcements, new hire announcements, employee events, and other HR updates.  
• Coordinate employee milestone communications, including 1-year and 5-year anniversary recognition emails. 
• Review, edit, and confirm HR content for the company newsletter. 
• Coordinate logistics and communications for leadership lunch programs and events. 
• Support employee compliance initiatives, including I-9 identification update projects. 
• Assist with ad hoc onboarding activities to ensure a seamless new hire experience. 
• Administer and track Harassment Prevention and Bystander Training completion to support compliance requirements.
• Support the Learning & Development reimbursement program, including expense tracking and program administration. 
• Provide administrative and operational support for various HR programs, projects, and employee initiatives as needed.