Compliance/Executive Assistance

Job Summary
The Compliance/Executive Assistance provides administrative, operational and analytical support to the Compliance Administrator, Human Resources Director, and Executive Director. This role helps ensure the organization complies with applicable laws, regulations, contractual obligations, internal policies, and industry standards.

The Compliance/Executive Assistance works closely with the Compliance Administrator, Human Resources, management, and other departments to support and effective compliance program and promote accountability, integrity, confidentiality, and continuous improvement

Essential Duties & Responsibilities

Compliance/Human Resources Administration

• Support the Compliance Administrator with daily compliance activities and initiatives including but not limited to:
• Assist with implementing and administering the organization’s compliance program.
• Maintain compliance calendars, tracking logs, records, and monitoring schedules.
• Track compliance requirements, deadlines, corrective actions, and remediation activities, including support for HR onboarding and offboarding processes.
• Assist with employee onboarding, ensuring all hard copy documents are scanned and uploaded into digital employee files.
• Support the Human Resources Director with HR activities and initiatives including but not limited to:
• Enter and maintain employee information in Kronos.
• Train new hires on Kronos timekeeping procedures
• Monitor employee time entries and missed punches
• Communicate with employees regarding timesheet corrections and updates.

Compliance Monitoring and Auditing

· Assist with routine compliance reviews, audits, and monitoring activities.

· Collect and organize documentation required for internal and external audits.

· Track findings, recommendations, corrective actions, and completion dates.

· Assist in preparing compliance reports, dashboards, and management summaries.

· Identify documentation gaps or potential compliance concerns and escalate them appropriately.

Investigations and Incident Management

· Assist with documenting compliance complaints, incidents, and reported concerns.

· Maintain confidential investigation files and related supporting documentation.

Records Management and Confidentiality

· Maintain accurate compliance and HR records in accordance with applicable retention requirements.

· Ensure confidential information is appropriately stored and protected.

· Assist with document retention and destruction activities.

· Exercise discretion when handling personnel, legal, investigative, and other sensitive information.

Recruitment & Employee Relations

• Source resumes for open positions.
• Schedule phone interviews with candidates upon approval from the HR Director.
• Monitor employee complaint email accounts and escalate concerns appropriately.
• Assist HR with gathering documentation related to company legal matters or lawsuits.

Reporting and Data Management

· Ensure all employees complete the required training courses and maintain updated records.

· Prepare spreadsheets, tracking reports, compliance summaries, and presentations.

· Maintain compliance metrics and key performance indicators.

· Assist with analyzing compliance data and identifying trends or recurring issues.

· Support the preparation of periodic compliance reports for senior management and the board of directors.

Qualifications.

· Associate or bachelor’s degree in business administration, Compliance, Legal Studies, Human Resources, Public Administration, or a related field preferred.

· 1-3 years of experience in compliance, human resources, legal administration, risk management, auditing, or a related administrative function preferred.

· Strong organizational and administrative skills.

· Excellent written and verbal communication skills.

· Strong attention to detail and ability to maintain accurate records.

· Proficiency in Microsoft Office, particularly Word and Excel.

· Ability to manage multiple priorities and meet deadlines.

• Ability to handle confidential and sensitive information professionally.

Work Environment

• Office-based environment with regular interaction with employees, management, vendors, and program participants.

Pay: $60,000.00 - $65,000.00 per year

Work Location: In person