Executive Assistant & Human Resources Specialist

The Executive Assistant & Human Resources Manager provides high-level administrative support to the CEO and oversees the company’s HR and office operations. This dual role requires a professional who is organized, resourceful, and discreet — capable of managing the CEO’s daily schedule, communications, and priorities while ensuring HR compliance and efficient office management.

The ideal candidate thrives in a fast-paced environment, demonstrates strong judgment, and maintains a high level of confidentiality when handling both business and personal matters for the CEO.

Key Responsibilities

Executive Support

• Serve as the right hand to the CEO, managing the calendar, appointments, meetings, and travel — including both business and personal commitments.
• Keep the CEO informed of upcoming deadlines, events, and obligations, ensuring proper preparation for all engagements.
• Act as the primary point of contact between the CEO and internal/external stakeholders, demonstrating professionalism and discretion at all times.
• Draft and proofread correspondence, presentations, and reports on behalf of the CEO.
• Coordinate logistics for board meetings, client visits, and special events.
• Handle confidential and sensitive information with absolute discretion.
• Anticipate the CEO’s needs and proactively resolve scheduling or operational conflicts.
• If needed accompany the CEO to meetings and events

Human Resources Management

• Oversee all HR functions including onboarding, recruitment, employee relations, benefits, PTO tracking, and compliance.
• Maintain employee records and ensure adherence to state and federal employment regulations.
• Manage employee engagement and retention initiatives, including rewards and recognition programs, get-togethers, etc.
• Update and maintain the employee handbook, policies, and safety manuals (OSHA compliance).
• Handle unemployment claims, FMLA/CTPL matters, and performance review processes.

Office & Operations Management

• Supervise general office operations including vendor management, insurance renewals, and facility maintenance.
• Coordinate IT needs, office equipment, and inventory management.
• Support budgeting, payroll coordination, and procurement functions.
• Lead or assist in special projects such as office moves, process improvement initiatives, and company events.

Qualifications

• Bachelor’s Degree in Business Administration, Communications, or a related field.
• 7+ years of progressive experience in executive administration, office management, and HR operations.
• Proven ability to manage complex calendars and competing priorities for senior executives.
• Proficient in MS Office Suite, SharePoint, SAP, QuickBooks, and HRIS systems (e.g., Workday, Extensis).
• Excellent writing, proofreading, and communication skills.
• High degree of discretion, professionalism, and judgment.
• Notary Public license preferred (or willingness to obtain).

Core Competencies

• Executive-level communication and organizational skills.
• Ability to anticipate needs and act independently.
• Confidentiality and discretion in handling sensitive matters.
• Strong interpersonal skills and emotional intelligence.
• Flexibility and initiative in managing diverse tasks and priorities.

Job Type: Full-time

Pay: $55,912.74 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person