HR Administrative Assistant - SP

Bi-Lingual HR Administrative Assistant

Position Summary
The HR Administrative Assistant provides comprehensive support to the Human Resources team by managing day-to-day administrative tasks, maintaining accurate employee records, assisting with recruitment and onboarding, coordinating employee engagement activities, and ensuring compliance with company policies and procedures. As the first point of contact for associates, this role is critical to fostering a positive employee experience, reinforcing company culture, and ensuring associates feel heard and supported. This role requires strong communication skills, with the ability to engage effectively with a diverse workforce, including supporting our Spanish-speaking associates.

Essential Functions

• Serve as the first point of contact for associates, providing guidance, answering questions, and connecting employees to appropriate HR resources.
• Assist with recruitment activities, including posting job openings, scheduling interviews, and coordinating candidate communications.
• Support onboarding by preparing new hire paperwork, scheduling orientations, and ensuring training compliance.
• Maintain accurate and up-to-date employee records in the HRIS and personnel files.
• Prepare HR documents, such as offer letters, employment verification, and policy acknowledgments.
• Generate reports from the HRIS as needed to support compliance and decision-making.
• Coordinate employee engagement activities, including:
  • Monthly events (employee appreciation, recognition, and community-building activities).
  • Quarterly Town Halls, including logistics, communications, and setup.
  • Annual events such as holiday gatherings, benefits enrollment sessions, or special celebrations.
  • Managing birthday cards and work anniversaries each month.
  • Coordinating associate communications, including weekly newsletters and event reminders.
  • Ordering and coordinating lunches for events or meetings, as needed.
• Support HR in monitoring compliance with company policies, state and federal labor laws, and reporting requirements.
• Provide administrative support including filing, calendar coordination, meeting preparation, and drafting correspondence.
• Maintain confidentiality in handling sensitive employee and company information.

Minimum Requirements

• High school diploma or equivalent; associate’s degree or coursework in HR or Business preferred.
• 1–3 years of administrative experience, preferably in HR or office support.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication and interpersonal skills, with an approachable and supportive demeanor.
• Ability to manage multiple priorities and meet deadlines.
• Commitment to maintaining confidentiality and discretion.

Preferred Skills

• Proficiency with Canva or similar design tools for creating flyers, digital boards, and event materials.
• Familiarity with social media management for internal and external communication platforms.
• Experience with HRIS systems and digital communication tools (e.g., ADP, Connecteam, SharePoint, intranet).
• Event planning or coordination experience.

Core Values in Action

• We Are Family: Act as the welcoming face of HR for all associates and create inclusive, engaging events.
• We Own It: Ensure accuracy, reliability, and follow-through in employee support and engagement logistics.
• We Give Our All: Deliver high-quality execution of events and HR initiatives with enthusiasm and care.
• We Have Fun: Champion positive employee experiences by creating opportunities for associates to connect, celebrate, and feel valued.

Other Duties
As part of the Design Foundry team, all associates are expected to assist in other areas as needed to support the company’s mission and success.