HR Assistant

Job Level :  Associate

Department : Human Resources

Job Summary

The HR Assistant provides essential support to the Human Resources team in various administrative and operational functions. This role is responsible for maintaining and updating HR files, masterlists, and employee accounts across platforms (e.g., Gmail, Slack, ClickUp, Omni). Additionally, the HR Assistant will help plan and coordinate engagement activities twice a month and assist in ongoing HR projects, ensuring smooth and efficient HR operations. This position requires excellent organizational skills, attention to detail, and a proactive approach to supporting HR initiatives.
 

Key Responsibilities

1. HR Records Management
   • Maintain and update HR files, employee masterlists, and databases with accurate and current information.
   • Organize personnel records, ensuring secure storage and confidentiality of sensitive data.
   • Regularly audit HR files and records to maintain accuracy and compliance internal policies in place.
2. Employee Accounts and Systems Monitoring
   • Manage and monitor employee accounts across company platforms, including Gmail, Slack, ClickUp, Omni, and others.
   • Set up new accounts and permissions for new hires and deactivate accounts for departing employees.
   • Coordinate with relevant departments to address any account-related issues or changes promptly.
3. Employee Engagement and Activities
   • Research, propose, and plan employee engagement activities to promote a positive work environment.
   • Coordinate bi-monthly engagement activities, including scheduling, communication, and tracking participation.
   • Collect and analyze feedback on engagement initiatives to recommend improvements for future activities.
4. Assisting HR Operations
   • Support and assist ongoing HR projects.
   • Help with internal communications, including drafting announcements and updates related to HR policies and events.
5. General Administrative Support
   • Provide general administrative support to the HR team, such as handling inquiries, and managing HR documentation.

Qualifications

• Education: Bachelor’s degree in Human Resources, Business Administration, or a related field is an advantage but not required. 
• Experience: At least 1 year of experience in an HR, administrative, or operations role is preferred.
• Skills:
  • Strong organizational and multitasking skills, with attention to detail.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (e.g. Word, Excel, PowerPoint) or google suites (e.g. Docs, Sheet, Slide) and familiarity with HR software or systems (e.g., Slack, Omni, ClickUp, Google Workspace).
  • Ability to work independently and collaboratively in a team-oriented environment.
  • Problem-solving mindset, with a proactive approach to identifying and addressing operational challenges.

Key Competencies

• Reliability: Able to manage sensitive information with confidentiality and integrity.
• Adaptability: Comfortable adjusting to changing priorities and handling multiple tasks simultaneously.
• Initiative: Demonstrates a proactive approach in suggesting new engagement activities.
• Teamwork: Builds positive relationships with team members and supports the HR team’s goals.