Location: Miami Office – Miami, FL, 33131
Work Hours: Monday to Friday, 09:00 AM to 06:00 PM EST – on-site
Temporary position (8 months max): Maternity Leave Coverage
Job Summary:
The Human Resources Administrative Assistant plays a crucial role in providing high-level support to executives, managers, and staff members within an organization and supporting the HR Department. This position involves assisting with various HR & Admin tasks and functions, including recruitment, employee onboarding and offboarding, record keeping, data management, managing administrative tasks, coordinating schedules, and facilitating smooth operations within the office environment. This position must be present in the Miami office from Monday to Friday from 09:00 am to 06:00 pm EST. The HR Administrative Assistant is responsible for maintaining confidentiality, accuracy, and efficiency.
Key Responsibilities:
1. Administrative Support:
- Perform general office duties such as answering phone calls, responding to emails, managing correspondence, and maintaining office supplies.
- Deposit checks at the bank
- Prepare and edit documents, reports, and presentations, ensuring accuracy and adherence to company guidelines.
- Organize and maintain electronic and paper files, records, and databases.
- Pack and ship letters and/or packages with USPS, FedEx, and/or UPS for the team and ensure they are delivered on the scheduled date.
- Handle confidential and sensitive information with discretion and professionalism.
2. Calendar and Travel Management:
- Coordinate and manage executives’ calendars, including scheduling meetings, appointments, and travel arrangements.
- Arrange complex domestic and international travel logistics, including flights, accommodations, transportation, and visas for the executives and the team.
- Anticipate scheduling conflicts and proactively resolve them to ensure smooth operations and maximize productivity.
3. Meeting and Event Coordination:
- Coordinate and arrange internal and/or external meetings, conferences, and events.
- Prepare meeting materials, agendas, and presentations when needed.
- Ensure necessary equipment, technology, and catering arrangements are in place.
- Follow up on action items and deadlines to ensure completion.
4. Communication and Liaison:
- Serve as a liaison between executives, managers, and employees.
- Maintain professional and positive relationships with internal and external contacts.
- Draft and distribute internal communications, memos, and announcements as required.
- Handle incoming and outgoing correspondence, including drafting, editing, and proofreading documents.
5. Project Support:
- Provide assistance and support on special projects, initiatives, and assignments as assigned.
- Conduct research, compile data, and create reports or presentations as requested.
- Monitor project timelines, deliverables, and milestones to ensure timely completion.
6. Office Management:
- Assist in managing the office’s daily operations, including coordinating maintenance and repairs, overseeing office supplies, welcoming clients & vendors, serving coffee/water/tea, and maintaining a clean and organized kitchen & work environment.
- Support the external IT consultant and the team with IT needs.
7. Recruitment Support:
- Assisting with job posting creation and distribution on various job boards and platforms.
- Screening and organizing incoming resumes and applications.
- Scheduling interviews and coordinating interview logistics when requested by the HR Manager.
- Assisting in background checks and reference verifications.
8. Employee Onboarding and Offboarding:
- Preparing offer letters, employment contracts, and new hire paperwork when the HR Manager requests.
- Conducting orientation sessions and assisting new employees with the onboarding process.
- Coordinating with IT and other departments to ensure new hires have the necessary equipment, access, and resources.
- Assisting with exit interviews and offboarding procedures.
9. Record Keeping and Data Management:
- Maintaining accurate and up-to-date employee records, including personal information, employment history, training, and certifications.
- Generating HR reports and preparing HR-related documents as needed.
- Ensuring compliance with data protection regulations.
10. Benefits and Payroll Administration:
- Assisting with benefits enrollment and changes.
- Answering employee inquiries regarding benefits, payroll, and policies.
- Collaborating with payroll to ensure accurate and timely processing of employee information (reimbursement, deductions, etc.)
- Maintaining records of leaves of absence, vacation, and attendance.
11. Compliance and Policy:
- Assisting with HR policy development and revisions.
- Ensuring HR policies and procedures are communicated and implemented effectively.
- Maintaining knowledge of relevant employment laws and regulations.
- Assisting with compliance reporting and audits.
Skills and Qualifications:
- High school diploma or equivalent; additional HR certifications or courses are a plus.
- Previous experience in an administrative role, preferably in an HR department.
- Familiarity with HR processes and procedures.
- Strong organizational, time management skills, and multitasking skills.
- Excellent attention to detail and accuracy.
- Proficient in using office software and applications (e.g., Microsoft Office Suite, email, calendar management tools).
- Strong verbal and written communication skills.
- Ability to handle confidential information with discretion and professionalism.
- Strong interpersonal skills and ability to work effectively in a team.
- Ability to adapt to changing priorities and meet deadlines.
- Problem-solving and decision-making abilities.
- All candidates must have legal authorization to work in the United States.
The selection process will begin promptly. Interested candidates should send their resume to careerspfa@pininfarina.us and cc info@iacc-miami.com with the subject line “HR Administrative Assistant at Pininfarina”.
