HR Administrative Assistant

Vintti is a strategic staffing agency that enhances the competitiveness of US businesses. By connecting SMBs, startups, and firms with highly skilled Latin American professionals, we offer a cost-effective solution to talent acquisition. Our model allows companies to access top-tier expertise at rates that significantly reduce overhead costs, enabling businesses to allocate resources more efficiently and boost their bottom line.

An HR Administrative Assistant plays a vital role in supporting the human resources department by managing a variety of administrative tasks to ensure the smooth operation of HR functions. This position typically involves maintaining employee records, handling documentation, assisting with the recruitment process, coordinating new hire orientations, and providing clerical support to HR managers. Additionally, the HR Administrative Assistant helps with payroll processing, benefits administration, and responding to employee inquiries. By maintaining organized files and data, they contribute to a structured and efficient HR environment, fostering a positive workplace culture.

- High school diploma or equivalent; an Associate's or Bachelor's degree in Human Resources, Business Administration, or related field is preferred
- Proven experience as an HR Administrative Assistant, HR Assistant, or relevant administrative role
- Familiarity with HR software and databases (e.g., HRIS)
- Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
- Strong organizational skills and attention to detail
- Excellent communication and interpersonal skills
- Ability to handle sensitive and confidential information with discretion
- Strong multitasking skills and ability to prioritize tasks effectively
- Problem-solving and decision-making aptitude
- Basic understanding of labor laws and employment regulations
- Ability to work both independently and as part of a team
- Strong time management skills and ability to meet deadlines
- Customer service-oriented mindset
- Ability to stay calm under pressure and deal with challenging situations professionally
- Familiarity with office management procedures and basic accounting principles

- Answer and direct phone calls, emails, and other forms of communication
- Schedule and coordinate meetings, interviews, and appointments
- Maintain and update employee records, including personal information, job titles, and salary details
- Assist with the onboarding process for new hires, including paperwork and orientation activities
- Prepare and distribute HR-related documents, such as contracts, offer letters, and policy updates
- Conduct preliminary screenings for job applicants, including reviewing resumes and applications
- Handle employee inquiries regarding policies, benefits, and procedures
- Process payroll information and ensure accuracy in timekeeping records
- Organize and maintain HR files, both physical and digital, to ensure easy access and compliance
- Assist with the planning and execution of company events, meetings, and training sessions
- Support the HR team with various administrative tasks and projects as needed
- Assist in the preparation of reports and presentations as required by the HR management
- Monitor and order office supplies and HR-related materials to ensure availability
- Coordinate travel arrangements for staff and candidates as necessary
- Facilitate communication between departments and resolve minor employee issues or concerns

The ideal candidate for the HR Administrative Assistant role is a highly organized and detail-oriented individual with a proven track record in administrative support roles, specifically within human resources. They possess a high school diploma or equivalent, with a preference for candidates holding an Associate's or Bachelor's degree in Human Resources, Business Administration, or related fields. They demonstrate proficiency in HR software and databases, as well as Microsoft Office applications. Exceptional communication and interpersonal skills are essential, alongside the ability to handle sensitive information discreetly. The candidate should exhibit strong multitasking abilities, effectively prioritize tasks, and possess a sound understanding of labor laws and employment regulations. They bring a proactive and self-motivated approach, capable of working independently and collaboratively within a team. With a flexible, adaptable nature and a customer service-oriented mindset, they can manage stressful situations calmly and professionally. Dependability, integrity, and a knack for problem-solving define their professional demeanor, ensuring they meet deadlines and maintain confidentiality. Tech-savvy, quick to learn, and possessing strong time management skills, this individual is a positive, reliable team player committed to adding value to the HR department through meticulous attention to detail and effective organizational capabilities.

- Answer and direct phone calls, emails, and other forms of communication
- Schedule and coordinate meetings, interviews, and appointments
- Maintain and update employee records, including personal information, job titles, and salary details
- Assist with the onboarding process for new hires, including paperwork and orientation activities
- Prepare and distribute HR-related documents, such as contracts, offer letters, and policy updates
- Conduct preliminary screenings for job applicants, including reviewing resumes and applications
- Handle employee inquiries regarding policies, benefits, and procedures
- Process payroll information and ensure accuracy in timekeeping records
- Organize and maintain HR files, both physical and digital, to ensure easy access and compliance
- Assist with the planning and execution of company events, meetings, and training sessions
- Support the HR team with various administrative tasks and projects as needed
- Assist in the preparation of reports and presentations as required by the HR management
- Monitor and order office supplies and HR-related materials to ensure availability
- Coordinate travel arrangements for staff and candidates as necessary
- Facilitate communication between departments and resolve minor employee issues or concerns

- Detail-oriented
- Strong organizational skills
- Excellent verbal and written communication abilities
- Proactive and self-motivated
- High level of integrity and discretion
- Ability to maintain confidentiality
- Adaptability and flexibility
- Strong interpersonal skills
- Customer-focused mindset
- Ability to work under pressure
- Positive attitude and team player
- Strong problem-solving skills
- Effective time management
- Tech-savvy and quick learner
- Dependable and reliable

- Competitive salary range
- Health insurance (medical, dental, vision)
- 401(k) retirement plan with company match
- Paid time off (PTO) including vacation, sick leave, and holidays
- Employee wellness programs
- Professional development opportunities
- Tuition reimbursement programs
- Flexible working hours
- Remote work options
- Employee assistance program (EAP)
- Life insurance and disability coverage
- Commuter benefits
- Discounted gym memberships
- Performance-based bonuses
- Company-sponsored training and certifications
- Career advancement opportunities
- Collaborative and supportive work environment
- Regular team-building events