Human Resources & Executive Assistant to CEO

Position: Human Resources & Executive Assistant to the CEO
he Human Resources & Executive Assistant to the CEO is responsible for overseeing the day-to-day functions of the Human Resources department while serving as the primary administrative and strategic support to the Chief Executive Officer. This position plays a vital role in recruiting, onboarding, employee relations, benefits administration, payroll support, compliance, and office administration, while also ensuring the CEO’s priorities, communications, meetings, and projects are executed efficiently.

The ideal candidate is highly organized, proactive, detail-oriented, bilingual (English/Spanish preferred), and capable of handling confidential information with professionalism and discretion.

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Key Responsibilities Human Resources & Recruitment Manage full-cycle recruitment, including posting job openings, screening resumes, scheduling interviews, and coordinating with hiring managers.

Facilitate new hire onboarding and orientation to ensure a seamless employee experience.

Prepare and maintain new hire documentation and employee personnel files.

Coordinate employee offboarding, exit interviews, benefit terminations, and final documentation.

Employee Relations & HR Support Serve as a primary point of contact for employee questions and concerns in both English and Spanish.

Support employee performance management, coaching, and development initiatives.

Assist managers with employee counseling, conflict resolution, disciplinary actions, and documentation.

Maintain strict confidentiality of employee records and sensitive information.

Help foster a positive, professional, and compliant workplace culture.

Benefits Administration Manage employee benefit enrollments, status changes, and terminations.

Assist employees with benefit-related questions and annual open enrollment.

Coordinate with insurance carriers and benefit vendors.

Maintain accurate benefit records and documentation.

Payroll & Compliance Assist with payroll processing by reviewing timekeeping records, PTO requests, employee deductions, and payroll changes.

Maintain I-9s, personnel files, compliance documentation, and HR records.

Ensure compliance with all federal, state, and local employment laws.

Utilize HRIS and payroll systems (Paycom preferred) for reporting and employee record management.

Executive Assistant to the CEOManage the CEO’s calendar, appointments, travel, and scheduling.

Coordinate executive meetings, leadership meetings, and Board meetings, including agendas and meeting materials.

Prepare presentations, reports, spreadsheets, correspondence, and executive summaries.

Take meeting notes and track action items to ensure follow-through.

Manage and prioritize emails, communications, and requests directed to the CEO.Serve as a liaison between the CEO and internal departments, vendors, customers, and external stakeholders.

Assist with confidential projects, strategic initiatives, and special assignments.

Coordinate executive travel, lodging, and event logistics.

Maintain confidential executive files and sensitive business information.

Anticipate the CEO’s needs and proactively resolve scheduling and administrative challenges.

Administrative & Office Operations Manage and maintain the company snack room, including monitoring inventory levels and coordinating replenishment.

Track, issue, and maintain employee uniforms and related records.

Process and distribute incoming company mail and coordinate outgoing correspondence.

Receive inventory-related emails and forward documentation to the Inventory and COGS teams for Purchase Order (PO) setup and processing.

Review and forward Merchant Partners chargeback notifications and related mail to the appropriate company representative (Robert) for action.

Order office supplies and maintain administrative inventory.

Maintain organized administrative records and support daily office operations.

Assist in coordinating company meetings, events, and leadership functions.
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