Executive Assistant (HR Support - ZR_19581_JOB)

This is a remote position.

Position Overview: We are looking for a highly skilled Executive Assistant (EA) with a strong background in Human Resources (HR) to support a dynamic, fast-paced team. This dual-role position combines administrative support with HR-related responsibilities, ensuring smooth day-to-day operations for our law firm. The ideal candidate will be able to manage multiple tasks, prioritize competing deadlines, and contribute to HR functions while handling correspondence, administrative tasks and team communications.

Responsibilities:

Executive Assistance:

Daily Tasks:

• Manage and prioritize emails daily across multiple email accounts, ensuring high-priority messages are addressed promptly.
  
• Create concise and comprehensive daily summaries of activities, action items, and follow-ups for leadership.
  
• Serve as the primary point of contact when assigned by leadership for staff, and external parties, managing communications and responding to inquiries on specific projects.
  
• Organize and prioritize tasks related to the law firm ensuring alignment with key objectives.
  
• Utilize legal software (e.g., Litify/Salesforce) and communication platforms (e.g., Outlook) to streamline workflows and enhance team collaboration.
  
• Screen phone calls and emails to identify urgent matters, ensuring that critical issues are escalated and prioritized.
  
• Perform administrative tasks, including data entry, research, document preparation, and general office management.
  

• Coordinate and schedule meetings, phone conferences, and travel arrangements, ensuring all logistical details are handled efficiently
  

Human Resources Support:

• Assist with HR-related administrative duties, including maintaining HR records, preparing HR documents (employee handbooks, policies, compliance forms), and ensuring they are distributed to employees.
  
• Support the recruitment process by handling calls, aiding in the screening of candidates, scheduling interviews, and assisting with onboarding.
  
• Serve as a point of contact for employees, answering HR-related questions and providing guidance on company policies, benefits, and procedures.
  
• Help prepare and maintain personnel files, ensuring all employee information is up-to-date and compliant with company policies.
  
• Contribute to various HR initiatives, such as employee engagement activities, performance reviews, and training sessions, as needed.
  
• Assist with HR projects, including policy updates, compliance checks, and other administrative HR tasks.
  

• Proven experience as an Executive Assistant or HR Assistant, ideally in a legal, corporate, or professional services environment.
  
• Strong knowledge of HR processes and administration, with the ability to manage employee-related tasks and inquiries effectively.
  
• Excellent organizational, multitasking, and time-management skills, with the ability to handle competing priorities.
  
• Proficiency in CRM software such as Salesforce and communication tools, such as Outlook.
  
• Exceptional written and verbal communication skills, with attention to detail.
  
• Ability to handle sensitive information with discretion and confidentiality.
  
• Strong problem-solving skills and a proactive approach to challenges.
  
• Flexibility and adaptability to take on various tasks across both administrative and HR functions.