Are you a highly organized, proactive professional with experience supporting leadership teams, operations, and administrative processes? We are looking for an Executive Assistant / Operations & HR Coordinator to provide strategic support to company leadership, coordinate operational processes, and assist with Human Resources functions.
What You'll Do
- Manage executive calendars, meetings, priorities, and follow-up on key commitments.
- Coordinate schedules, meeting materials, and executive communications.
- Prepare meeting minutes, track action items, and ensure deadlines are met.
- Consolidate information from multiple departments to create executive reports.
- Manage contracts, vendor documentation, insurance records, and operational files.
- Coordinate timecard collection, attendance tracking, and payroll approvals.
- Support payroll processes by ensuring data accuracy before payroll deadlines.
- Coordinate interviews, onboarding, training sessions, and HR administrative tasks.
- Maintain employee records and confidential documentation.
- Provide general administrative support and facilitate coordination across departments.
What We're Looking For
- 3+ years of experience as an Executive Assistant, Operations Coordinator, HR Coordinator, or in similar administrative roles.
- Experience with Human Resources administration, payroll, timekeeping, or employee records management.
- Advanced English proficiency (written and spoken).
- Strong professional communication and business writing skills.
- Proficiency in Microsoft Office, especially Excel, Word, and Outlook.
- Experience consolidating reports and validating operational data.
- Excellent organizational skills and the ability to manage multiple priorities.
- Strong attention to detail and ability to work independently.
- Ability to handle confidential and sensitive information with discretion.
Nice to Have
- Experience in construction, landscaping, or field service companies.
- Experience using Payroll, HRIS, or timekeeping systems.
- Fully bilingual in English and Spanish.
Tools You'll Use
- Microsoft Outlook or Google Workspace.
- Microsoft Teams.
- Microsoft Excel and Word.
- Payroll and HRIS platforms.
- Timekeeping systems.
- Document management and task-tracking tools.
Education
- Business Administration.
- Human Resources.
- Organizational Management or Administration.
- Related fields.
- Equivalent professional experience in executive support, administration, operations, or HR will also be considered.
