Human Resources Administrative Assistant

The HR Administrative Assistant provides essential administrative and customer-service support to the Human Resources function, with a primary responsibility to protect the confidentiality of employee and business information. This role routinely handles sensitive data (e.g., employee records, compensation information, medical/leave documentation, candidate information, investigations, and disciplinary documentation) and is expected to exercise excellent judgment, discretion, and strict adherence to company policies and applicable laws.

• Maintain HR files and records (electronic and paper) with accurate indexing, retention, and secure storage practices.
• Prepare, process, and track HR documentation such as offer packets, onboarding paperwork, policy acknowledgements, and employment verifications, as assigned.
• Support recruiting administration (e.g., job postings, applicant tracking, interview scheduling, candidate communications) while safeguarding candidate privacy.
• Assist with onboarding and offboarding logistics (e.g., new hire communications, orientation scheduling, badge/access requests as directed) while limiting access to sensitive information on a need-to-know basis.
• Coordinate confidential HR meetings (e.g., interviews, employee relations meetings) including scheduling, room reservations, attendee communications, and secure distribution of materials.
• Serve as a first point of contact for HR inquiries; route questions appropriately while protecting employee privacy.
• Assist with HR reporting, spreadsheets, and trackers; verify data accuracy and follow established controls for restricted information.
• Process invoices, purchase requests, and expense documentation for HR activities in accordance with company procedures.
• Support HR programs and events (e.g., trainings, engagement activities) while maintaining confidentiality of participation details when required.
• Maintain calendars, tasks, and follow-ups for HR leadership as assigned.
• Perform general administrative duties (copying, scanning, mail handling) using secure handling practices for sensitive documents.
• Other duties as assigned.
• Protect confidential, proprietary, and sensitive information at all times, including (but not limited to) personnel files, compensation data, performance documentation, investigation materials, background check results, and leave/medical-related documentation.
• Follow all company policies and procedures related to confidentiality, nondisclosure, records retention, and information security.
• Limit access to HR information strictly to authorized individuals with a legitimate business need; verify identity and authorization before sharing any information.
• Use secure methods for storing, transmitting, and disposing of confidential information (e.g., locked storage, approved shared drives, encrypted email where applicable, shredding).
• Maintain a clean-desk and clean-screen approach, including securing documents/printers, logging out when away, and preventing unauthorized viewing of sensitive data.
• Exercise sound judgment in verbal communications; avoid discussing sensitive matters in public areas, with unauthorized employees, or outside of work.
• Promptly report suspected privacy or security incidents (misdirected emails, lost documents, unauthorized access) to the appropriate internal contact.
• Demonstrate consistent discretion and professionalism when interacting with employees, leaders, and external partners.

• High school diploma or equivalent required; associate degree or relevant coursework in HR, business, or administration preferred.
• 5+ year of administrative experience required; HR or confidential-records experience strongly preferred.
• Demonstrated ability to handle sensitive information with discretion, integrity, and professionalism.
• Strong attention to detail, accuracy, and follow-through.
• Proficiency in Microsoft Office (Outlook, Word, Excel); comfort learning HRIS/ATS systems.
• Strong written and verbal communication skills with a customer-service mindset.
• Excellent organization and time-management skills; ability to prioritize competing requests.
• Ability to work independently, apply policy…