Administrative Assistant

The Role:

The Administrative Assistant provides day-to-day administrative and operational support for the People Operations Team. This role supports staff scheduling coverage, service logs and timekeeping review, support for recruiting coordination, and will provide routine administrative tasks to ensure smooth People Operations processes.

Responsibilities:

• Service Logs & Timesheet Review

  • Review submitted service logs for accuracy and completeness

  • Compare submitted service logs against HR timekeeping systems and flag discrepancies

  • Follow up with employees and managers to resolve missing or incorrect time entries

  • Coordinate corrections and confirm updates are completed by deadlines

  • Prepare service logs for invoicing

• Staff Scheduling Support

  • Review daily callouts and help to identify coverage needs

  • Coordinate with relevant staff/teams to ensure shifts are covered

  • Maintain accurate schedule updates and communicate changes promptly

• Recruiting Support

  • Review resumes and support candidate screening coordination

  • Assist with recruiting efforts, including interview scheduling and candidate communications

  • Maintain organized recruiting documentation and status tracking

• Administrative Support

  • Monitor group mailboxes and route requests to the appropriate person/team

  • Respond to routine inquiries using templates or standard guidance

  • Track open items and follow up to ensure timely resolution

• Data Entry & Record Maintenance

  • Complete accurate data entry in HR and operational systems

  • Maintain logs, trackers, and documentation with high attention to detail

  • Support audits and reporting by keeping records organized and up to date

Requirements:

• 1+ years of administrative, HR support, or operations experience (preferred)

• Strong attention to detail and ability to handle confidential information

• Excellent written and verbal communication skills

• Strong organizational skills and ability to manage multiple priorities

• Proficiency with email, calendars, spreadsheets, and shared inbox tools

• Reliable internet connection and ability to work independently in a remote setting

Preferred Experience:

• HRIS/timekeeping system exposure

• Recruiting coordination or ATS familiarity

• Experience managing shared/group inboxes

Specifics:

• Reports To: People Operations Manager

• Location: Remote

• Schedule: Monday – Friday with morning availability for scheduling support (6:30 AM – 3:00 PM PST).

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