HR Generalist/Executive Assistant

Essential Responsibilities

Actively encourages teamwork, open communication, and cooperative interaction by promoting a positive work environment that reflects the company’s vision and values while completing the following responsibilities:

Human Resources Administration

• Maintains accurate and confidential personnel files, employment records, job descriptions, organizational information, and required HR documentation.
• Coordinates employee onboarding and offboarding activities, including required forms, orientation schedules, system and equipment requests, internal notifications, and records updates.
• Provides employees and supervisors with routine information regarding company policies, procedures, employment practices, benefits, and available resources; refers complex or sensitive matters to the CEO or the company’s HR consultant.
• Assists with administration of performance reviews, training, professional development, employee recognition, and other employee programs.
• Maintains the HR calendar, tracks required notices and deadlines, and supports completion of employment reports and other compliance documentation.
• Assists in preparing and updating HR policies, the employee handbook, forms, employee communications, and related materials.
• Supports employee relations processes by documenting information, coordinating meetings, and maintaining confidentiality; promptly escalates concerns requiring management or specialized HR review.

Recruiting & Selection

• Coordinates job postings and engages the company’s HR consultants to initiate recruitment support.
• Works with hiring managers and HR consultants to confirm position requirements, recruiting approach, interview process, and candidate communications.
• Reviews applications and resumes, conducts or coordinates initial job screenings, and may recommend qualified candidates for further consideration.
• Schedules interviews, prepares interview materials and questions, participates in interviews as requested, and coordinates candidate follow-up.
• Coordinates reference checks, pre-employment requirements, offer documentation, and new-hire communications in accordance with company practices.
• Maintains organized recruiting records and supports a timely, consistent, and professional candidate experience.

Administrative & Executive Support

• Manages executive calendars, travel arrangements, meeting logistics, and training schedules.
• Coordinates ordering company clothing and seasonal items, including company gifts and cards.
• Prepares meeting sign-in sheets and assists with training session coordination.
• Maintains employee recognition programs, including anniversaries, service awards, sympathy acknowledgments, and baby gifts.

Board & Governance Coordination

• Organizes board, company, and annual meetings, including scheduling, catering, petitions, ballots, reports, prizes, and thank-you correspondence.
• Sets up and cleans up for board meetings and maintains sign-in sheets, agendas, and related materials.
• Coordinates logistics for the credentials committee and manages related mailings.
• Maintains corporate governance documents, including Bylaws, Articles of Incorporation, and board policies.
• Posts files and maintains documentation for the Board and CTO site.
• Maintains corporate records and licenses.

Regulatory & Compliance

• Assists with assigned contractor licensing, continuing education, and bond renewals.
• Files state DBA or assumed-name registrations and monitors assigned compliance status requirements.
• Maintains a calendar of recurring filings and coordinates with internal subject matter experts to obtain accurate information by required deadlines.

Records & Information Management

• Maintains company phone lists, calendars, directories, industry data, room tags, and internal signage.
• Scans, files, archives, and retrieves agreements, contracts, corporate records, and other business documents.
• Edits and maintains company policies, the employee handbook, internal communications, and administrative procedures.
• Applies consistent records retention, confidentiality, and access practices to paper and electronic information.

Programs, Billing & Community Support

• Coordinates the Common Cents program, including applications, spreadsheets, award checks, and correspondence.
• Writes and proofreads newsletters, articles, board reports, advertisements, public notices, scholarship communications, and other materials.
• Coordinates company participation in professional and community events.
• Acts as a notary public for company and customer needs.

Minimum Qualifications

Associate degree in human resources, business administration, office administration, or a related field and three years of progressively responsible human resources or administrative experience; or an equivalent combination of education and experience sufficient to perform the essential functions of the job.

• Experience handling confidential employee or business information with discretion.
• Notary public certification or ability to obtain certification.
• Valid state standard-issue driver’s license.

Knowledge and Skills

• Knowledge of general human resources practices, employment recordkeeping, recruiting, onboarding, and policy administration.
• Knowledge of administrative office practices, records management, meeting coordination, and business correspondence.
• Strong organizational, communication, proofreading, and time-management skills, with close attention to detail.
• Proficiency with Microsoft Office and the ability to learn HR, document management, regulatory, and office systems.
• Skill in handling confidential and sensitive information with discretion and sound judgment.
• Ability to manage competing priorities, recurring deadlines, and detailed follow-through with limited supervision.
• Ability to communicate professionally and build effective working relationships with employees, applicants, board members, vendors, regulators, and community contacts.
• Ability to interpret routine policies and procedures, recognize when specialized guidance is needed, and escalate matters appropriately.
• Skill in coordinating meetings, interviews, training sessions, public events, and executive logistics.
• Ability to work independently and collaboratively in a fast-paced environment.

This description outlines the primary responsibilities of the role but is not meant to be comprehensive. Employees may be assigned additional tasks as needed to support the team and organization.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid jury duty
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person