Human Resource Administrative Assistant (in Houston) - VW Insurance

Prerequisite: All applicants are required to complete the Culture Index Assessment at the time of application submission. Applications submitted without a completed Culture Index Assessment will not be considered.

Link to the Culture Index Assessment for this position: https://go.cultureindex.com/p/WiT4LzrTErRnmD

About the Role

The HR Administrative Assistant provides administrative support to the Human Resources department, ensuring efficient operation of HR processes and systems. This role assists with day-to-day HR operations, including handling sensitive employee information, coordinating HR-related activities, maintaining employee records, and supporting recruitment, onboarding, and employee relations initiatives. The ideal candidate will be detail-oriented, organized, and possess strong communication and multitasking skills.

Essential Duties and Responsibilities

• Serve as the primary point of contact for HR-related inquiries and provide excellent service to employees and external stakeholders.
• Support the HR team in coordinating meetings, interviews, orientations, and other HR-related events.
• Prepare and maintain HR documents, such as offer letters, termination paperwork, and other employment records.
• Perform general clerical duties, including filing, photocopying, scanning, and faxing documents.
• Assist with the recruitment process by posting job ads, scheduling interviews, and coordinating communication with candidates.
• Facilitate the onboarding process for new employees, including preparing welcome packets, collecting necessary documentation, and ensuring a smooth transition.
• Coordinate new hire orientations and ensure completion of mandatory trainings.
• Update and maintain employee files.
• Assist with preparing HR reports and presentations using Excel, HR software, and other tools.
• Support the HR department in drafting and distributing company communications, memos, and announcements.

Desired Outcomes

• Timely and accurate completion of administrative tasks, such as managing employee records, organizing HR-related meetings, processing paperwork, and maintaining confidentiality.
• Successful coordination of calendars, scheduling interviews, and onboarding sessions with minimal errors or delays.
• Smooth onboarding processes, ensuring all new hires receive their required documentation, training, and support promptly.
• Effective assistance in the recruitment process, from posting job ads to managing candidate communication and scheduling interviews.
• Reduction in onboarding delays, leading to quicker assimilation of new employees into their roles.

• Meticulous maintenance of employee files and HR databases, ensuring they are up-to-date and in compliance with company policies and legal requirements (e.g., employee documentation, health and safety records).
• Assisting in organizing company-wide communications, employee engagement activities, and events to foster a positive and inclusive workplace culture.
• Maintaining a high level of discretion and confidentiality when handling sensitive employee information, which is critical for fostering trust within the HR department and across the organization.

Employment & Educational Experience

• Education: High school diploma or equivalent; associate or bachelor’s degree in HR or related field preferred.
• Experience: 1-2 years of experience in an administrative role, preferably in human resources.
• Technical Skills: Proficiency with MS Office (Excel, Word, PowerPoint) and familiarity with HR information systems (HRIS) or applicant tracking systems (ATS).
• Soft Skills: Excellent communication, organizational, and time-management skills. Strong attention to detail and ability to handle confidential information with discretion.