Office Assistant - HR Department

We are seeking a service-oriented Office Assistant to support our Human Resources Department. This role is ideal for someone who naturally asks, “How can I help?” and thrives in a support capacity. Prior experience in roles such as administrative assistant, receptionist, or other administrative support functions is preferred. This position may be structured as full-time or part-time, based on business needs and candidate availability.

PRIMARY FUNCTION

The Office Assistant provides day-to-day administrative and clerical support to the Human Resources team and plays a key role in ensuring the smooth operation of HR processes and internal service delivery. This individual will also be cross-trained and serve as a backup to the Administrative Assistant, supporting front desk operations including mail distribution, reception coverage, and greeting visitors. The ideal candidate is highly organized, detail-oriented, and service-minded, with a strong sense of professionalism and discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist with new hire onboarding, such as preparing welcome packets, organizing supplies, issuing ID badges, and ensuring a professional setup for first-day arrivals
• Support HR-led trainings, orientations, and events by preparing materials, reserving meeting rooms, and handling logistics
• Perform clerical tasks such as data entry, scanning, filing, document organization, and electronic record maintenance
• Track completion of onboarding checklists, training logs, and other internal documentation
• Help prepare and distribute internal HR communications, such as announcements and reminders
• Train to serve as backup to the Administrative Assistant, including:
  • Handling incoming and outgoing mail and package distribution
  • Covering reception duties, including answering phones and greeting visitors in a professional, courteous manner
  • Ensuring front desk presence is maintained during absences or breaks
• Maintain confidentiality in handling sensitive employee and organizational information
• Perform other administrative and office support duties as assigned
• Assist with special projects and provide backup support to the HR team as needed

EDUCATION AND EXPERIENCE REQUIRED

• High school diploma or GED
• Minimum of 1 year of recent administrative or office support experience, preferably in a service-oriented or team-based environment

 KNOWLEDGE, SKILLS, AND ABILITIES

• Genuine, proactive, and helpful approach to supporting others
• Strong verbal and written communication skills
• Excellent attention to detail, organization, and follow-through
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Ability to manage confidential information with discretion and professionalism
• Flexible, adaptable, and comfortable handling shifting priorities or tasks
• Dependable and responsive, with a collaborative, team-first attitude

WORKING CONDITIONS

• Prolonged periods of sitting at a desk and working on a computer
• May occasionally be required to lift up to 15 pounds

 Emergicon requires satisfactory pre-employment background check and drug screen.