HUMAN RESOURCES ASSISTANT JOB DESCRIPTION

When employee records drift out of sync with payroll runs or onboarding paperwork stalls before a start date, the cost shows up fast, in delayed pay, compliance gaps, and eroded trust between staff and the HR function. The Human Resources Assistant absorbs that operational load, maintaining HRIS data integrity, processing lifecycle transactions from hire to separation, and fielding the steady stream of policy and benefits inquiries that HR business partners cannot absorb alone. Anchored to federal and state employment regulations, including FMLA, ERISA, and FLSA compliance tracking, this role sits at the center of HR service delivery. Accuracy is non-negotiable.

As the Human Resources Assistant, you are the administrative engine that keeps people data accurate, employee inquiries answered, and HR processes moving without interruption across the full organization. You work within the HR Operations team, typically reporting to an HR Manager or HR Director, and collaborate daily with Payroll, Talent Acquisition, and departmental managers to ensure every transaction is documented, compliant, and resolved on time.

Career Impact: Hands-on ownership of HRIS data, benefits administration, and compliance workflows builds the operational fluency that distinguishes candidates who advance to HR Generalist or HR Coordinator roles.

Business Impact: Accurate employee records and timely processing of life-cycle changes directly protect payroll integrity and regulatory compliance for every person in the workforce.

Growth Opportunity: Exposure to recruiting, performance management cycles, labor relations, and leave administration broadens your HR functional knowledge across the depth most entry-level roles never reach.

• Maintain employee records within the HRIS, processing new hires, transfers, compensation changes, and terminations from receipt of authorized forms.
• Coordinate new hire onboarding logistics, including orientation scheduling, I-9 verification, and preparation of onboarding documentation packages.
• Support payroll operations by auditing benefit and hours data, flagging discrepancies, and submitting corrections before each processing cycle.
• Administer employee benefit programs, including open enrollment coordination, leave tracking, and vendor liaison for coverage inquiries.
• Respond to employee and manager inquiries on HR policies, federal and state employment regulations, and standard HR processes through shared inboxes and service channels.
• Generate and distribute recurring HR reports on headcount, turnover, and compliance metrics for HR leadership and business stakeholders.
• Assist with recruitment administration, including job posting, interview scheduling, background check initiation, and applicant tracking system updates.
• Support recordkeeping compliance by maintaining personnel files and archiving terminated employee records per the organization's records retention policy.

• Bachelor's degree in Human Resources, Business Administration, or a related field, or equivalent work experience.
• 2 or more years of HR administrative or HR operations experience, with demonstrated responsibility for HRIS data entry and employee lifecycle transactions.
• Working knowledge of federal employment regulations including FMLA, ERISA, FLSA, and COBRA, and the ability to apply them to day-to-day HR processes.
• Demonstrated ability to handle confidential employee information with discretion, sound judgment, and consistent professionalism.
• Strong organizational skills with the ability to manage competing priorities, meet strict deadlines, and maintain accuracy under volume pressure.
• Effective written and verbal communication skills, with experience responding to employee inquiries across multiple channels.
• Proficiency in Microsoft Office Suite, with advanced skills in Excel for report development and data manipulation.

• PHR, SHRM-CP, or equivalent professional HR certification, reflecting formal grounding in HR compliance and practice.
• Prior experience in a shared services or HR solutions center environment, including tiered escalation and case documentation.
• Familiarity with payroll processing cycles and the ability to serve as backup support during peak periods.
• Experience supporting labor relations functions, including union seniority calculations or collective agreement administration.

• HRIS data accuracy rate, measured against audit findings per pay period.
• Onboarding completion rate, tracking the percentage of new hires fully processed by their start date.
• HR inquiry resolution time, measured from initial contact to case closure across shared service channels.
• Payroll pre-check error count per cycle, reflecting accuracy of benefit and status data submitted to Payroll.
• Records retention compliance rate, based on periodic audits of active and archived personnel files.
• Typical tools: HRIS platforms (commonly Workday or Ceridian Dayforce); case management systems (commonly ServiceNow).

• Base Salary Range: $42,000 – $58,000 annually
• Bonus: Discretionary annual bonus, typically 3–5% of base
• Equity: Not standard at this level
• Health Benefits: Medical, dental, and vision; employer contribution varies by company size
• PTO: 10–15 days annually, plus standard federal holidays
• Common Perks: Professional development reimbursement, SHRM membership support, hybrid work options

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks and verification of work authorization in the United States are required as conditions of employment. All applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to qualified individuals with disabilities throughout the application and employment process upon request.

The Human Resources Assistant owns the full cycle of HR system administration, from data entry and configuration to payroll auditing and report generation, ensuring 100% accuracy across all employee records. Working closely with HR colleagues and payroll teams, the role delivers compliance-grade documentation and system integrity that underpin accurate compensation and timely workforce operations.

Key Responsibilities

• Complete day-to-day data entry processes in the HR system with 100% accuracy and in compliance with standard operating procedures.
• Support documentation processes for all employee data related to hiring, employment changes, and terminations.
• Verify that proper approvals are received for all changes and that all benefit eligibility changes are processed correctly.
• Resolve system issues with employees and outside vendors, and update communication information for employees.
• Train users on HR system functionality and review training documentation for accuracy and ease of use.
• Complete system configuration changes and testing to keep systems updated and functional at all times.
• Complete the entry of mass data projects, ensuring all records are properly updated.
• Design and generate reports from the HR system, test all reports for accuracy, and assign data security to each report.
• Audit benefit and payroll information within the system, process payroll information at the highest level of accuracy, and refer issues to the appropriate parties for resolution.
• Assist with the bi-weekly payroll pre-check and with reporting for monthly, quarterly, and annual audits.
• Update security profiles within the HR system and ensure all security access is kept current as positions change.
• Support HR functions in the online environment, including annual performance appraisals, probationary reviews, annual increases, recruitment, onboarding, and position management.
• Complete and submit paperwork for unemployment claims.
• Assist with updating and maintaining all standard operating procedures for HRIS and HR Administration processes.
• Perform special projects, provide reception and general phone coverage, and carry out other duties as assigned.
• Enter purchase orders into the purchasing system for HR office expenses, assist with ordering office supplies, maintain the supply closet, and ensure the office and file room are kept organized at all times.
• Track all purchase orders and invoices to ensure timely payment to all vendors.
• Assist with maintaining current vendor contracts, support the Tuition Assistance Program, assist with Independent Contractor Agreements, and coordinate archiving and bi-annual purging of terminated employee files in compliance with the Records Retention Policy.

Required Qualifications

• Associate's degree in Human Resources, Business Administration, or a related field, or significant work experience in lieu thereof.
• PHR certification preferred.
• One to two years of office experience required.
• One year of experience in Human Resources strongly preferred.
• Working knowledge of HR systems, HR administration, and benefits required.
• Experience with an internet-based Human Resources system required.
• Experience with UKG Pro (formerly UltiPro) an asset.
• Advanced skill level in Microsoft Excel, including experience developing reports.
• Strong computer skills with the ability to work effectively with MS Office Suite, including Word, Excel, and PowerPoint.
• High level of service responsiveness to internal customers and effective partnership with HR colleagues.
• Ability to work independently or in a team environment and maintain collaborative relationships with all members of the HR team.
• Ability to use sound judgment and discretion in handling sensitive HR issues with confidentiality.
• Excellent written, verbal, and presentation communication skills, with demonstrated ability in organizational, time management, problem-solving, and interpersonal skills.
• Ability to take detailed notes and transcribe or prepare documents quickly.
• Strong administrative experience with exceptional organizational skills, including the ability to organize the work of others.
• Adaptable and dependable, with the ability to handle multiple priorities simultaneously and maintain a proven track record of working effectively with all levels of an organization.
• Ability to work overtime on evenings or weekends as required, and to use a computer for periods in excess of eight hours per day.

Embedded within the Human Resources and Payroll Operations team at uOttawa, the Human Resources Assistant coordinates payroll processes for multiple employee groups while maintaining compliance with institutional policies. Working closely with central HR and Payroll teams, the role builds reliable employee records and responsive client services that protect pay continuity and support workforce management across the sector.

Core Functions

• Coordinate the payroll process for various employee groups within the sector, monitor payroll workflow, track daily activities, and monitor compliance with related policies.
• Prepare and submit requests for remuneration and other documentation necessary to initiate required action in employee records to minimize the possibility of an interruption in pay.
• Verify payroll reports for accuracy and liaise with central Payroll to reconcile any inconsistencies.
• Identify and resolve discrepancies related to payroll information to minimize the possibility of a negative impact on affected employees.
• Prepare and submit all forms and documentation necessary for the generation of contracts to ensure continuity in pay.
• Liaise with central Human Resources to stay current on any changes in policies and procedures related to HR and payroll administration.
• Coordinate the process for the Work Study program from posting to cost recovery, and guide managers to facilitate onboarding and develop tools for effective management of work-study hours.
• Act as a resource person for the sector on inquiries related to the employee leave management system, and collaborate with subject matter experts to resolve any problems.
• Provide information to internal clients on HR and payroll processes, deadlines, and policies to ensure they are well understood and properly implemented.
• Maintain an effective filing and records management system to preserve the confidentiality of personnel information and ensure complete and accurate documentation is available for future reference or audit purposes.
• Assist with other administrative functions, including maintenance of office equipment and mail distribution, as required.

Qualifications & Experience

• Knowledge of administration and HR principles, normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience.
• Minimum two years of demonstrated experience in a similar role.
• Experience in a human resources environment, including interpreting, explaining, and applying policies and regulations.
• Experience with and understanding of payroll principles.
• Knowledge of computer systems and software, including financial systems, spreadsheets, databases, internet, and email.
• Experience producing reports.
• Bilingualism in French and English, both spoken and written.
• Ability to produce high-quality work under pressure while meeting strict deadlines.
• Strong interpersonal, communication, and organizational skills.

Reporting to HR leadership, the Human Resources Assistant supports onboarding, employee relations, and internal training programs across a broad range of HR functions. Partnering with management and HR teams, the role shapes compliant, well-administered HR programs and processes that strengthen workforce engagement and align with long-term organizational goals.

Primary Duties

• Schedule, prepare, and facilitate the logistics for new employee orientation and onboarding.
• Provide administration and assistance in all HR areas regarding policies, procedures, and programs.
• Assist with resolving employees' HR-related questions and issues, and refer more complex matters to appropriate resources.
• Advise HR leadership of potential HR-related issues and recommend and implement solutions as appropriate.
• Assist with reviewing employee relations concerns and providing information and recommendations to HR leadership.
• Assist the HR team and management with strengthening and enhancing HR programs, policies, and processes.
• Administer aspects of new employee orientations, training, and hourly recruiting, sourcing, and screening.
• Maintain job files and ensure proper disposition of all applicants, and maintain personnel files in compliance with the record retention policy.
• Administer the performance management program according to design reviews.
• Prepare and respond to unemployment claims.
• Enhance, conduct, and assist with the administration of internal training programs to align with long-term HR goals and objectives.
• Prepare HR reports pursuant to government and management requirements, and prepare and distribute required federal, state, and local HR-related notices.

Skills & Qualifications

• Bachelor's degree in Human Resources or a related discipline preferred.
• Instead of a degree, a high school diploma or GED and two to four years of experience in a Human Resources role.
• PHR, SHRM-CP, or equivalent certification preferred.
• Strong knowledge of HR-related best practices, government regulations, and industry standards.
• Familiarity with COBRA, ERISA, FMLA, FLSA, and all HR-related state and federal regulations required.
• Knowledge of Microsoft Office applications and Human Resources Information Systems strongly preferred.
• Excellent verbal and written communication skills.
• Customer-service driven, with a strong team orientation and the ability to follow policies and procedures.

Sitting at the intersection of recruiting support and HR operations, the Human Resources Assistant serves as the primary employee contact while administering benefit programs, coordinating interviews, and supporting onboarding and training logistics. Operating across the HR team and reporting to the Human Resources Manager, the role delivers day-to-day administrative continuity that enables a consistent, confidential employee experience.

Duties

• Serve as a primary point of contact for employees who need general support from HR.
• Support and assist with the administration of benefit programs, including Open Enrollment.
• Assist with scheduling interviews, coordinating candidate travel, and creating interview packages.
• Support onboarding activities, including developing and compiling orientation packages.
• Assist with the coordination of training programs, including updating the Learning Management System.
• Provide general administrative support, including assisting with the maintenance of files, updating the HRIS, maintaining spreadsheets, and updating forms and departmental lists.
• Assist with employee morale events and other corporate-sponsored activities.

Requirements

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• One to two years of related or administrative experience with an interest in a career in Human Resources preferred.
• Experience working in a professional services firm is a plus.
• Experience with a Human Resources Information System is a plus.
• Experience with a Learning Management System is a plus.
• Working knowledge of Microsoft Office applications required.
• Solid communication, time management, and interpersonal skills.
• Ability to work proficiently alone and in teams, and to keep sensitive information confidential.
• Strong attention to detail and organizational skills, with a self-directed, diligent approach to completing tasks promptly and the ability to multi-task effectively.

A key member of the global HR team, the Human Resources Assistant leads day-to-day administrative services spanning the full employee lifecycle, from preparing contracts and formal letters to maintaining GDPR-compliant employee files and managing a high-volume shared mailbox. Collaborating across senior management and external providers, the role builds data accuracy and stakeholder relationships that support reliable HR operations and business-wide project delivery.

Functions

• Serve as the first point of contact for employees and managers across the organization, handling day-to-day queries on HR processes and policies and ensuring SLAs are met across all transactions.
• Provide a full administrative service to the global HR team by preparing documentation to support the full employee lifecycle, including formal letters, contracts, and invitations.
• Maintain employee files in adherence to GDPR requirements.
• Manage a shared HR mailbox, organizing and prioritizing a high volume of emails.
• Create, maintain, and present reports capturing cost, management information, and employee data for use by the HR team and the wider business.
• Ensure data is updated accurately on HR systems, including Payroll, HRIS, and Benefits systems, to provide reliable and consistent data.
• Play a key role in HR and business-wide projects to support the achievement of HR and organizational objectives.
• Build strong relationships with key stakeholders, including internal senior management and external providers.

Experience & Qualifications

• Strong HR administration experience gained in a high-volume, fast-paced environment.
• Proven experience in effective management of stakeholder relationships with conflicting priorities.
• Experience administering payroll preferred.
• Strong attention to detail for accurate input and processing of complex data.
• Proficiency in Microsoft Office Suite and HRIS at an intermediate level.
• Ability to plan and organize a high-volume workload effectively using appropriate planning tools.
• Effective written and verbal communication skills across different cultures and varieties of English.
• Ability to identify and contribute to process improvements in line with a continuous improvement culture.
• Resilience and the ability to cope with pressure and large volumes of work with conflicting priorities.

Responsive service to employees, managers, and external contacts depends on the Human Resources Assistant, who delivers tier-1 HR inquiry resolution through phone, chat, and email channels within a shared services environment. Based within the Solutions Center and escalating complex matters to Tier 2 Subject Matter Experts, the role ensures compliance, data integrity, and consistent communication of HR policies and government regulations.

Accountabilities

• Serve as the first point of contact for staff, managers, and others contacting the Solutions Center with HR-related inquiries.
• Take detailed information from callers to ensure that pertinent information is gathered prior to responding.
• Use procedures, policy manuals, knowledge bases, and other reference materials to assist in answering customer inquiries and resolving customer issues.
• Communicate HR objectives, policies, procedures, and government regulations.
• Complete HR-related transactions and ensure compliance and data integrity.
• Maintain confidentiality and escalate customer inquiries to Tier 2 Subject Matter Experts or Centers of Expertise when in-depth functional knowledge is required.
• Document all customer inquiries, issues, and transactions.
• Recognize unusual events or consistent problem areas and collaborate with HR team members to resolve them.
• Provide recommendations or suggest methods to update, simplify, and enhance processes, procedures, and technologies.

Technical Qualifications

• High school diploma and six or more years of relevant work experience.
• Relevant Associate's degree and four or more years of relevant work experience.
• Bachelor's degree in Human Resources or a related field.
• Human Resources administration work experience.
• Experience in a shared services environment.
• Advanced proficiency in Microsoft Office Suite, especially Excel.
• Demonstrated customer service skills with the ability to establish and maintain effective working relationships with management and co-workers.
• Knowledge of Human Resources practices and policies.
• Skilled in equitable problem resolution and improving customer relationships.

As the Human Resources Assistant, this role manages the HR mailbox, maintains employee data within HR systems, and conducts compliance audits of employee file documentation to support the HRBP and HR Operations team. The HR Operations team relies on this work to sustain accurate records, legal compliance, and continuous process improvement across interdepartmental functions.

Activities

• Deliver positive candidate and employee experiences through effective communication and coordination with internal teammates and hiring managers.
• Manage the HR mailbox and administer requests to the appropriate HR team as necessary.
• Maintain employee information within HR systems.
• Analyze data and provide recommendations to the Human Resources team.
• Provide support for employment verifications.
• Audit and review employee file documentation for compliance and proper storage.
• Advocate for continuous improvement of Human Resources and interdepartmental processes to result in a positive employee experience, legal compliance, and internal efficiency.
• Provide administrative support to departmental leadership.
• Work on projects assigned on an ad hoc basis and assist with other corporate initiatives as necessary.
• Provide support to the HRBP and HR Operations team.

Position Requirements

• One or more years of experience working in a Human Resources team, including HR compliance, required.
• Workday knowledge highly preferred.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Demonstrated ability to maintain a high level of confidentiality.
• Excellent written and verbal communication skills.
• Ability to assess problems and ask meaningful, relevant questions to understand issues and potential causes.
• Self-starter who pays close attention to detail, works well under pressure, and meets deadlines.
• Ability to work independently as well as within a team environment.

Human Resources Assistant coordinates talent management, compensation planning, and labour relations activities, including union representation, grievance handling, and hourly hiring, using HR systems to ensure accurate, timely processing. Success in the position means enabling leaders and employees to navigate collective agreements and performance processes with confidence, supporting workforce continuity across salaried and hourly employee populations.

Operational Focus

• Facilitate annual compensation planning and administration activities.
• Interpret Human Resources management policies and procedures and engage subject matter experts as needed for support.
• Provide talent management and performance management guidance to leaders and employees.
• Counsel and coach leaders and employees on various matters.
• Facilitate and provide support for internal investigations and complaints.
• Coordinate onboarding activities for salaried new hires.
• Ensure Human Resources transactions are processed accurately and promptly using HR systems.
• Counsel management in the interpretation of local and master agreements and act as a management representative in dealings with the Union.
• Administer contractual provisions in the area of responsibility.
• Maintain records pertinent to Labour Relations and Hourly Personnel.
• Participate in master negotiations.
• Conduct workplace issues investigations, conflict resolutions, employee grievances, and matters of concern.
• Administer hourly hiring, transfers, and separations for permanent, temporary, and flex employment.

Knowledge Skills & Abilities

• Post-secondary education required.
• Three or more years of related work experience in HR and Labour Relations.
• Experience working with a union.
• Strong knowledge of HR and Labour Relations practices.
• Highly proficient in Workday, PowerPoint, Word, and Excel.
• Strong interpersonal skills in facilitation, negotiation, and conflict resolution.
• Proven analytical, organizational, and project management skills.
• Excellent written and verbal communication skills.

The Human Resources Assistant produces accurate, compliant onboarding experiences by coordinating recruitment activities, from screening resumes and booking interviews to facilitating new hire orientation and maintaining personnel records. Working closely with HR leadership and hiring managers, the role advances efficient HR operations that support a growing organization from the ground up.

Key Deliverables

• Provide service to the organization in support of HR management.
• Ensure the efficient operations of the HR department by coordinating recruitment and onboarding activities.
• Assist with employee recruitment by creating job descriptions, conducting salary surveys, and screening resumes.
• Assist with the Expense Reporting program.
• Assist HR leadership with screening applications, booking and coordinating interviews, completing reference checks, and following up with candidates.
• Coordinate the onboarding of new staff, including all necessary new hire documentation and facilitation of orientation processes.
• Maintain human resources records, filing systems, databases, and spreadsheets, ensuring accuracy and strict confidentiality.
• Perform administrative functions and work collaboratively with the HR team in a professional, confidential, and efficient manner.

Professional Experience

• Human Resources Certificate or Diploma in Human Resources.
• CHRP designation is an asset.
• One to three years of directly related experience.
• Bilingualism is considered a strong asset.
• Excellent organization, time management, communication, influence, and negotiation skills.
• Strong attention to detail, problem-solving skills, and ability to prioritize tasks.
• Ability to multi-task and work effectively both collaboratively and independently.
• Capable of handling change in a growing environment and working on systems and processes from the ground up.

Embedded within a service center environment, the Human Resources Assistant 3 oversees the end-to-end onboarding and transfer process, engaging pre-hires, tracking background checks and drug screens, and processing transactions in Workday to ensure timely, regulation-compliant onboarding. Working closely with Recruiting, Security, HR, and Payroll teams, the role develops a positive candidate experience through accurate case documentation and continuous process improvement.

Areas of Ownership

• Engage pre-hires and transfers to facilitate the onboarding and transfer process, provide status updates, and gather additional information as needed.
• Partner with Recruiting, Security, HR, Payroll, and other internal resources to successfully onboard candidates in a timely fashion in compliance with government regulations and company policy.
• Review applications for completeness and work with Recruiters to gather missing information in preparation for offer generation.
• Initiate and track the status of pre-employment investigations, including background checks and drug screens.
• Troubleshoot and resolve issues associated with a variety of actions throughout the onboarding process.
• Process new hire and transfer-related transactions within the HR system using desktop procedures and other reference tools.
• Administer tasks within the applicant tracking and onboarding systems, ensuring case documentation is accurate and complete.
• Answer a broad range of questions related to the onboarding process from internal and external stakeholders through telephone, email, and text channels.
• Maintain accurate and complete documentation of actions using organizational systems and Microsoft Office Suite.
• Participate in the continuous improvement of processes and systems to promote efficiency and a positive customer experience.

Education & Experience

• Bachelor's degree or a high school diploma and four years of related experience.
• Knowledge and previous Human Resources experience, specifically in Onboarding, Staffing, Recruiting, and Pre-Employment Investigations.
• Previous experience interacting with a variety of stakeholders, including pre-hires, Talent Acquisition, Hiring Managers, and HR in a service center environment.
• Prior experience using Workday.
• Experience using telephony systems and case management systems such as ServiceNow.
• Experience using web-based tools and websites to complete actions or troubleshoot issues.
• Experience using a texting system such as TextRecruit.
• Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Strong customer service, problem-solving, and technology skills.
• Highly motivated and self-directed, with effective organization and planning skills.
• Ability to manage multiple priorities and function independently with minimal supervision.
• Impeccable attention to detail and excellent verbal and written communication skills.
• Ability to thrive within a results-oriented, fast-paced, deadline-driven environment.
• Confident phone presence with demonstrated excellence in organizational and time management skills.
• Computer literate and current on new technology, including MS 365 and Microsoft Teams.

Reporting to the Human Resources Manager, the Human Resources Assistant refines the delivery of HR-driven annual programs, including performance appraisals, goal setting, and the short-term disability process, while serving as the primary reception contact and supporting corporate social events. Partnering with vendors, internal program owners, and the broader HR team at Septodont, the role sustains organized, confidential, and responsive HR and administrative operations.

Role Responsibilities

• Send out company communications and update the various communication sites.
• Organize and lead Spirit Days and assist with corporate social events.
• Maintain and update employee changes in all HR systems and organizational charts.
• Launch corporate programs via HR systems, including performance appraisals, goal setting, and individual development plans.
• Serve as the primary contact and coordinator for all HR-driven annual programs.
• Partner with various vendors that support internal programs.
• Administer pre-screens, reference checks, and recruitment announcements as required.
• Assist with updating policy changes in the document management system.
• Assist with the short-term disability program by reviewing the process with employees, completing sponsor forms, and staying in contact with the benefits provider regarding employee return-to-work details.
• Serve as the first point of contact, managing and directing all incoming phone calls and visitors in a professional and customer-centric manner.
• Complete courier paperwork, arrange shipping, retrieve and forward incoming faxes, and affix postage to outgoing mail.
• Confirm meeting room bookings in Outlook calendars.
• Order and maintain office supplies, order flowers in cases of bereavement, and carry out other administrative duties as required.

Background & Experience

• University degree or community college diploma in Office Administration or Human Resources.
• HR certification an asset.
• Four years of experience in office administration.
• Proficiency in MS Office, including Word, Excel, and PowerPoint, with strong overall computer skills.
• Excellent organizational skills with the ability to prioritize tasks according to importance and juggle multiple priorities in a fast-paced environment with frequent interruptions.
• High degree of confidentiality and professionalism with sound judgment.
• Proven ability to work effectively with individuals at all levels within an organization, demonstrating tact and diplomacy.
• Solid verbal and written communication skills.
• Speed in execution and effectiveness, with the ability to streamline processes.

Sitting at the intersection of Human Capital Management systems and collective agreement administration, the Human Resources Assistant handles new hire data entry, union seniority calculations, wage increase processing, and front-desk reception within a large healthcare environment. Operating across HR, payroll, and employee-facing functions and reporting to HR management, the role manages accurate, timely record-keeping that underpins compliant compensation and workforce administration.

Job Functions

• Handle data entry of required information into the Human Capital Management System for new hires and process changes to an employee's electronic record upon receipt of the required Personnel Action form, including transfers, terminations, leaves of absence, and promotions.
• Calculate appropriate union seniority according to applicable collective agreement provisions when processing transfers and returns from leaves.
• Ensure accurate completion of all required forms and provide appropriate booklets and other written information.
• Process anniversary and part-time hours worked wage increases each pay period.
• Oversee documentation sessions at New Hire Orientation.
• Prepare and distribute routine correspondence and assist with the preparation of memos, creation or revision of forms, and other correspondence as needed.
• Advise employees of benefit implications on leaves of absence and retirement.
• Provide superior customer service when rotating through the front-desk reception assignment, including greeting internal and external visitors, determining their needs, and referring them to HR team members as appropriate.

Minimum Qualifications

• Successful completion of a college diploma in Human Resources or an equivalent study area from a recognized educational institution.
• A minimum of one year of recent and related experience, preferably within a large and complex healthcare environment.
• Advanced technical skills and proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience with Human Capital Management Systems preferred.
• Excellent organizational and problem-solving skills, with the ability to prioritize competing demands.
• Superior work ethic, professionalism, resourcefulness, dependability, reliability, and diplomacy.
• Proven ability to make decisions, exercise judgment, and take initiative in handling confidential information and responding to inquiries.
• Flexible, with the ability to work efficiently in a fast-paced, multitasking, and dynamic environment.
• Demonstrated satisfactory work performance and attendance history.

A key member of the HR team, the Human Resources Assistant advances onboarding workflows and benefits administration, including 401(k) enrollment and state disability requests, while maintaining confidential personnel files and supporting the HR Director across team operations. Collaborating across HR, Operations, and Finance, the role ensures company processes progress smoothly and HR records remain accurate, compliant, and current.

What You'll Do

• Provide support and assistance to the Human Resources department with a variety of tasks related to business operations and HR.
• Assist with onboarding new employees by sending onboarding documents and creating new profiles in HR software.
• Maintain confidential employee personnel files.
• Travel to the satellite office once a week to receive and process mail as needed.
• Collect and respond to state requests, including unemployment, state disability, long-term disability, and leaves of absence.
• Enroll eligible employees in the company 401(k) plan, assist with scheduling training or introduction meetings with the financial advisor, and monitor and update employee contributions as needed.
• Work closely with the Senior HR Specialist and members of the Operations and Finance teams to ensure company processes are progressing smoothly.
• Assist in various ongoing and ad hoc projects or initiatives.
• Promote the integrity, prudence, confidentiality, and value of Human Resources processes.

Required Qualifications

• Minimum of an Associate's degree, preferably in Human Resources or Business Management.
• Four years of experience in Human Resources.
• Experience with Microsoft Office Suite, HRIS systems including ADP, NetSuite, and SuitePeople.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.

The Human Resources Assistant owns the delivery of transactional HR administrative support across the UK and satellite offices in Norway and Kazakhstan, encompassing payroll processing, contract administration, and monthly reporting. Working with HR colleagues and business stakeholders, this role ensures accurate, compliant HR operations that enable the broader organisation to function with confidence in its people processes.

Key Responsibilities

• Drive improvement of processes and procedures to allow the ongoing smooth execution of all HR activity, ensuring compliance and adherence to management systems, tools, and policies.
• Develop credible and professional relationships with business stakeholders and HR colleagues.
• Provide guidance and respond to employee queries on all aspects of HR administrative support.
• Maintain people data in the HR system and carry out monthly reporting activities.
• Administer compensation and benefits.
• Ensure the timely and accurate input of monthly payroll information.
• Create, issue, and file contracts and letters.

Required Qualifications

• Educated to degree level or appropriate equivalent.
• Previous HR administration experience at a senior level.
• Previous general administration experience.
• Oil and gas industry experience preferred.
• Knowledge of Oracle HR Database and SharePoint.
• Strong interpersonal skills with the ability to build effective relationships.
• Excellent personal organization skills, attention to detail, and the ability to meet targets and deadlines.
• Excellent written and verbal communication skills.
• Numerical ability with a proactive, flexible, and customer-focused approach.
• Professionalism and confidentiality.
• Excellent working knowledge of Microsoft Office Suite.

Embedded within the Human Resources department, the Human Resources Assistant supports the Executive by managing calendar scheduling, travel coordination, and confidential correspondence across internal and external contacts. Working closely with direct reports and department staff, this role delivers the operational backbone that allows executive leadership and HR functions to run without interruption.

Core Functions

• Answer and screen the Executive's telephone calls and visitors.
• Schedule and maintain the Executive's calendar of appointments, meetings, and travel itineraries.
• Process and coordinate travel arrangements and expenses.
• Anticipate and prepare meeting materials and reports as needed.
• Compose routine and non-routine correspondence, memoranda, and reports, which are generally confidential in nature.
• Act as liaison between the Executive, direct reports, and internal and external contacts.
• Order and maintain office supplies for the department.
• Ensure that office equipment works properly and coordinate repair requests with facilities and outside vendors, maintaining records on all repairs and orders.
• Assist the department with special projects as requested and provide back-up administrative support to the Executive's direct reports.

Qualifications & Experience

• Associate's degree in Business Administration or a related field.
• One to three years of experience in Human Resources, Labor Relations, or Talent Acquisition.
• Comprehensive understanding of applicable state and federal employment laws to help guide and interpret general business practices.
• Strong written and verbal communication skills with the ability to interface effectively with all levels of employees, managers, and executives.
• Strong interpersonal, organizational, and critical-thinking skills.
• Detail-oriented and organized, with excellent follow-through and analytical skills.
• Ability to execute both strategic and tactical priorities independently, manage time effectively to meet tight deadlines, and work in a fast-paced environment while juggling multiple priorities.
• Excellent experience with Microsoft Office Suite.

Reporting to the CHRO, the Human Resources Assistant supports day-to-day operations across Human Resources, Learning and Development, and Talent Acquisition by managing onboarding processes, employee lifecycle changes, and HR system data entry. Partnering with HR Coordinators and business partners, this role strengthens the employee experience and keeps people operations running accurately in support of organizational culture and compliance goals.

Primary Duties

• Provide executive assistance to the CHRO, including scheduling, project management, and event planning.
• Assist with day-to-day operations of the Human Resources, Learning and Development, and Talent Acquisition teams.
• Direct employee inquiries related to payroll, benefits, and other HR-related policies to the appropriate HR business partners.
• Provide support to staff throughout the employee lifecycle, including onboarding, promotions, performance cycles, and terminations.
• Update and manage the new employee experience to ensure a meaningful and creative onboarding experience.
• Work in tandem with the HR Coordinator to maintain employee data across HR systems and platforms, including entering new hire information, pay changes, job titles, transfers, and relocations.
• Act as a company culture champion, facilitating service and peer recognition programs.
• Ensure HR documents and posters are submitted correctly and in compliance with local, state, and federal requirements.

Skills & Qualifications

• One to two years of experience in HR or as an administrative assistant.
• ADP experience preferred.
• Basic knowledge of local, state, and federal employment law.
• Basic familiarity with Human Resources information systems required.
• Strong computer skills, especially with Excel, Word, Outlook, and PowerPoint.
• Strong communication and interpersonal skills.
• Strong organizational skills and impeccable attention to detail.
• Ability to work with the highest degree of confidentiality and under pressure with tight deadlines and frequent interruptions.
• Self-starter with a positive attitude and a passion for problem-solving.

Sitting at the intersection of HR administration and industrial operations, the Human Resources Assistant delivers payroll backup, recruiting coordination, and employee data management for a safety-critical manufacturing environment. Operating across HR and cross-functional departments, this role supports the uninterrupted execution of workforce processes while upholding the safety standards central to the organisation's operational integrity.

Duties

• Demonstrate safety as a core value and establish a safe work environment by actively leading the safe execution of work.
• Assist HR staff with coordinating recruiting, hiring, and onboarding scheduling and processing for all positions.
• Provide payroll back-up and a continuous basic payroll system overview.
• Assist with special projects and general office work, including filing, copying, report generation, sorting mail, and phone or reception duties.
• Generate purchase requisitions and complete service entries.
• Maintain employee information by entering and updating employment and status-change data.
• Maintain employee confidence and protect operations by keeping Human Resources information confidential.
• Assist other areas and departments as needed, and carry out all other duties as assigned.

Requirements

• Minimum of three to five years of experience as an HR Assistant or general Administrative Assistant.
• SAP knowledge and experience.
• Fluent in MS Excel, Word, and PowerPoint.
• Excellent time management, interpersonal, and communication skills.
• Strong initiative and perseverance.
• Strong ambition for continuous learning and career growth, with willingness to take on additional responsibilities.
• Safety-conscious and willing to work in an industrial environment.
• Ability to be flexible and open to a wide range of duties and tasks.
• Ability to function well in a team environment.

A key member of the Human Resources team, the Human Resources Assistant leads support for corporate and administrative recruitment, employee lifecycle documentation, and HRMS data maintenance within a professional services environment. Collaborating across HR colleagues and firm stakeholders, this role enables accurate, compliant people operations that underpin the firm's ability to attract and retain talent.

Functions

• Support corporate and administrative recruitment efforts, including job posting, scheduling, and reference checking.
• Work with team members to coordinate new hire onboarding and orientation processes for corporate and administrative hires, including preparation of new hire materials and orientation schedules.
• Assist with new employee onboarding and I-9 verification processes.
• Enter, update, and maintain employee information regarding new hires, office transfers, signing bonus payments, compensation changes, leaves of absence, FTE changes, and departures.
• Assist in the creation of documents related to employee lifecycle changes.
• Create, maintain, and organize electronic employee files and save appropriate documents.
• Run miscellaneous reports in the HRMS.
• Assist with day-to-day employee questions and support the HR team with other ad hoc projects.

Experience & Qualifications

• Bachelor's degree in a related field required, or an equivalent combination of education and relevant experience.
• One or more years of Human Resources or administrative experience required.
• Experience in a professional services firm preferred.
• Experience with an HRMS such as Workday or an ATS such as iCIMS is a plus.
• Working knowledge of MS Office required.
• Strong business acumen with the ability to learn the firm's financial and operational functions.
• Excellent problem-solving and critical-thinking skills.
• The ability to handle confidential or sensitive information discreetly and professionally.
• Effective written and verbal communication skills.
• Strong desire to take initiative, actively contribute to the team, and provide superior service.

Accurate talent pipelines and compliant employee relations outcomes depend on the Human Resources Assistant, who shapes the full recruitment cycle from candidate sourcing and shortlisting through offer negotiation, onboarding, and disciplinary administration. Based within the HR team and advising line managers directly, this role ensures workforce data integrity in the HRIS and supports a broad range of employee activities that sustain organisational culture and compliance.

Accountabilities

• Source, review, select, and shortlist potential candidates.
• Partner with line managers for technical interviews.
• Conduct all necessary operations and procedures for offer proposal, delivery, and negotiation.
• Coordinate with line managers to onboard new hires from the first working day.
• Create and communicate HR internal announcements and HR newsletters.
• Contribute content and materials for internal events, including periodic and special-occasion events.
• Communicate with and advise line managers on employee relations matters.
• Investigate and provide consultation on staff issues and grievances.
• Administer disciplinary actions.
• Assist with and participate in employee activities.
• Ensure the accuracy of relevant data in the HRIS.
• Supervise and ensure the attendance system is running smoothly.

Position Requirements

• University degree in Human Resources Management, Business Administration, or a related discipline.
• Minimum two years of relevant working experience.
• At least one year as an Assistant of Administration and Human Resources Manager.
• Proficient in computer applications, especially Excel, and in HRIS.
• Fluent in English, both verbal and written.
• Well-organized and detail-oriented.
• Good communication and interpersonal skills.
• Ability to work in a fast-paced and diverse environment as both a team member and an individual.

As the Human Resources Assistant, this role maintains personnel records, prepares employment contracts, and ensures legal compliance across HR documentation and vendor partnerships. The HR team relies on this work to produce accurate reports on HR metrics, support payroll processing, and keep the organisation aligned with labour laws that govern day-to-day workforce management.

Activities

• Organise and maintain personnel records and update internal databases, including records of sick or maternity leave.
• Prepare HR documents, such as employment contracts and new hire guides, and revise company policies.
• Liaise with external partners, such as insurance vendors, and ensure legal compliance.
• Create regular reports and presentations on HR metrics, such as turnover rates.
• Answer employee queries about HR-related issues.
• Assist the payroll department by providing relevant employee information, including details of leaves of absence, sick days, and work schedules.
• Arrange travel accommodations and process expense forms.
• Participate in HR projects, such as organizing job fair events.

Knowledge Skills & Abilities

• Bachelor's degree in Human Resources or a relevant field.
• Proven work experience as an HR Administrator, HR Administrative Assistant, or in a relevant role.
• Experience with HR software, such as HRIS or HRMS.
• Thorough knowledge of labor laws.
• Computer literacy, particularly with MS Office applications.
• Excellent organizational skills with the ability to prioritize important projects.
• Strong phone, email, and in-person communication skills.

Human Resources Assistant oversees administrative HR functions in support of members across the Transportation, Water, and Federal markets, including new member orientations, HRIS record maintenance, and benefits administration. The work directly supports a consistent, confidential member experience that enables HR to serve a diverse, multi-market workforce with professionalism and accuracy.

Operational Focus

• Provide support for all Human Resources administrative functions, including those of a highly confidential nature.
• Conduct new member orientations, welcoming new members and serving as a resource within HR.
• Maintain member records in the HRIS, including approving entries made by members or entering job change records.
• Assist with benefits administration.
• Provide excellent customer service.

Professional Experience

• High school diploma or equivalent.
• Associate's degree in a related field preferred.
• Minimum of five years of administrative assistant experience preferred.
• Strong computer skills, including Microsoft Office.
• Ability to communicate professionally at all levels of the organization.
• Strong organizational skills, including the ability to collaborate with others and maintain a high level of confidentiality.

The Human Resources Assistant produces end-to-end HR support within a blockchain-sector organisation, covering campus recruitment coordination, monthly payroll and MPF processing, and employee engagement activities. Reporting to the HR team and managing relationships with external stakeholders, this role advances the organisation's ability to attract talent and sustain compliant, people-focused operations in a fast-moving industry.

Key Deliverables

• Support all-rounded Human Resources matters.
• Assist the team with recruitment logistics.
• Coordinate recruitment events, including campus recruitment and recruitment talks.
• Process monthly payroll, MPF, and taxation.
• Manage funding applications and maintain relationships with external stakeholders.
• Organize employee engagement activities.

Education & Experience

• Bachelor's degree from a recognized university, highly preferred.
• Zero to three years of HR experience.
• Interest in the blockchain industry.
• Proficiency in Microsoft Office and HRIS.
• Good command of English and Chinese.
• Energetic, willing to learn, and team-oriented, with strong multitasking and coordination skills.

Embedded within the Human Resources department at Methanex Geismar, the Human Resources Assistant develops administrative and organizational support spanning compensation, benefits, talent management, recruiting, onboarding, and SharePoint platform management. Working closely with HR team members, administrative assistants, and the receptionist, this role ensures accurate records, timely reporting, and the operational infrastructure that keeps a manufacturing site's HR function running effectively.

Areas of Ownership

• Provide timely and confidential administrative and organizational support to the Human Resources team.
• Manage the Human Resources department network drives, including SharePoint and other platforms as necessary.
• Maintain the HR department intranet site and ensure information is current and relevant.
• Provide administrative support for the updating, circulation, and publishing of all controlled procedures.
• Provide administrative support for recruitment and benefits administration, including assisting in the coordination of the pre-employment and hiring process.
• Prepare expense reimbursement claims.
• Maintain PTO setup and tracking in the HRIS system.
• Track HR department training status, including creating reports for training recertification annually or as directed.
• Serve as a member of the SharePoint Superuser team and manage permissions on SharePoint.
• Maintain updated organizational charts for all departments and track headcounts and vacancies.
• Handle confidential information, including unemployment claims, compensation planning, offer package documents, wage and salary information, and salary surveys.
• Organize, compile, and accurately prepare required information for scheduled meetings, required reports, and other documents.
• Coordinate travel and visa requirements and assist in preparing comprehensive travel arrangements as needed.
• Assist with the coordination and organization of meetings, special events, and community involvement initiatives.

Background & Experience

• High school diploma or equivalent required.
• Post-secondary education in Administration is an asset.
• Five years of experience in an administrative function, preferably within a manufacturing environment.
• Previous experience within an HR team is an asset.
• Advanced MS Office Suite application knowledge, including Word, Excel, PowerPoint, and Visio.
• Strong public relations skills to interface with both internal and external customers.
• Proactive, self-directed, and highly motivated, with the ability to be flexible and maintain a balanced perspective.
• Ability to perform under pressure in a fast-paced and demanding environment and respond to ongoing, multiple, and varied requests.
• Ability to maintain the utmost confidentiality and professionalism.
• Strong interpersonal, communication, and administrative skills, including planning, organizing, coordinating, and implementing.

Reporting to the HR department, the Human Resources Assistant refines the delivery of administrative HR services across a hotel and casino environment, supporting file management, desktop publishing, travel coordination, and guest-facing reception duties. Partnering with department management and facilities teams, this role safeguards operational continuity and maintains the confidentiality standards that a regulated gaming environment demands.

Role Responsibilities

• Provide friendly, fast, and helpful customer service to all guests and team members.
• Provide administrative support to the HR team.
• Courteously greet team members, patrons, visitors, and vendors in the HR lobby, determine their needs, and direct them to the appropriate person, office, or area.
• Create and maintain electronic and paper files for all functional areas of HR.
• Perform desktop publishing, including the creation and development of visual, audio, and written presentations.
• Complete purchase orders and check requests, including obtaining appropriate authority signatures and distributing them to the appropriate parties.
• Perform reception duties as needed, answer and forward telephone calls, and take and forward messages.
• Sort and distribute mail following appropriate procedures, including maintaining and using postage equipment.
• Photocopy, scan, and fax information and documents as needed.
• Maintain and service all office equipment, including changing toner cartridges, ensuring machines are adequately stocked with paper, and clearing jams or initiating maintenance requests.
• Coordinate travel arrangements for department management and candidates as needed.
• Manage departmental purchasing, inventory of supplies, and office equipment maintenance, including monthly meter readings.
• Maintain strict confidentiality of all files, communications, and information in the conduct of business.
• Work independently and within a team on special nonrecurring and ongoing projects, including coordinating presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Type and design general correspondence, memos, charts, tables, and graphs.
• Attend meetings as required and record, transcribe, and distribute meeting minutes within appropriate timeframes.
• Perform data entry as requested and meet departmental project and assignment deadlines.
• Attend training as needed or required.
• Provide for the safety of team members by keeping areas clean and free of safety hazards and performing all job duties safely and responsibly.
• Adhere to all regulatory, departmental, and company policies.

Minimum Qualifications

• High school diploma or equivalent required.
• One year of experience in Human Resources, a professional office setting, or a combination of education and work experience.
• Must be able to acquire and maintain the appropriate gaming license.
• Knowledge of the hotel and casino industry is a plus.
• Proficiency in Microsoft Office applications.
• Ability to work collaboratively within the department for effective day-to-day operations.
• Ability to meet deadlines and effectively manage multiple priorities in a demanding work environment.
• Capacity to work independently with minimal direction.

Sitting at the intersection of HR administration and organizational development, the Human Resources Assistant executes onboarding, offboarding, policy implementation, and the full digitization of employee records while reporting to the HR Director. Operating across recruiting outreach, morale event planning, and HRIS data management, this role enables the HR Director and HR Generalist to focus on strategic priorities by maintaining the operational and compliance foundation of the people function.

Job Functions

• Administer various Human Resources plans and procedures for all personnel.
• Assist in the development and implementation of personnel policies and procedures, and help prepare and maintain the employee handbook.
• Maintain Human Resources information system records and compile reports from the database.
• Track various important items for the HR department.
• Assist in the process of optimizing the department and recognizing areas for improvement.
• Head the process of digitizing all employee and organizational documents.
• Lead outreach measures to diversify recruiting efforts.
• Assist with the onboarding and offboarding process for all employees.
• Support the planning and execution of employee morale and wellness program activities and events regularly.
• Support the HR Director and HR Generalist as needed.

Required Qualifications

• Minimum of an Associate's degree or equivalent in Human Resources, Business, or Organizational Development.
• Junior or Senior level enrollment in a Bachelor's degree curriculum preferred.
• Experience with an HRIS preferred.
• Excellent written and spoken communication skills.
• Outstanding interpersonal relationship-building and employee coaching skills.
• Excellent organizational management skills with a solid attention to detail.
• Ability to read, analyze, and interpret complex documents, and to respond effectively to sensitive inquiries or complaints.
• Ability to apply quantitative concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
• Strong time management skills and the ability to discreetly handle confidential information.
• Self-starter with a strong desire to learn, willingness to work a flexible schedule, and availability during core business hours.

A key member of the Human Resources department, the Human Resources Assistant advances daily administrative operations by managing personnel records, supporting recruiting efforts, and enforcing company policies across departmental functions. Collaborating with the department manager and HR team, this role ensures that workforce data, correspondence, and compliance activities are handled with accuracy and consistency in support of the broader organisation.

What You'll Do

• Answer all incoming calls for the department and direct them as necessary.
• Assist with recruiting and hiring efforts.
• Maintain personnel records in compliance with HR regulations.
• Arrange meetings and conferences for the department manager as instructed.
• Compile reports from personnel databases.
• Prepare courier packages and documents needed to be delivered.
• Receive and open correspondence for the department manager.
• Type letters and memorandums for the department.
• Review and update HR information system records.
• Enforce company policies, rules, and regulations.

Qualifications & Experience

• One to two years of experience working in an office environment.
• Previous experience in Human Resources preferred.
• Proficient with Microsoft Office, including Word and Excel.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to work well in a fast-paced environment.