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).