Description and Requirements The HR Administrative Assistant provides essential operational and organizational support to the Human Resources Team, ensuring seamless execution of daily activities and departmental priorities. This role manages core HR administrative functions including scheduling, document preparation and meeting coordination for the HR Leadership Team. It also supports contract submissions, PO management and requisition processing to help maintain accurate vendor and budget workflows. The administrative assistant plays a key role in HR event management, coordinating department-wide events with internal and external stakeholders. Serving as a reliable point of contact for employees, candidates, and external partners, this role upholds a high level of professionalism, confidentiality and attention to detail. Through strong organization, communication and process coordination, the HR Administrative Assistant contributes to a responsive, efficient and employee-centered HR function.

This is a hybrid position which consists of reporting to our 100 Church Street, NYC office 3 days per week (Tuesdays, Wednesdays & Thursdays).

Scope of Responsibilities:

Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for the HR Leadership Team, ensuring alignment, preparation, and timely follow-up; supports broader HR department operations and handles additional administrative responsibilities as needed

Provides support for and managing administrative tasks including but not limited to email messages, phone calls, calendar invites, travel arrangements and expense reports

Prepares agendas, meeting materials, presentations, and follow-ups for HR team meetings and cross-functional engagements

Coordinates document management and maintain HR files, spreadsheets, reports, and trackers with a high level of accuracy and confidentiality

Assists with communication drafting and distribution for HR announcements, updates, and employee-facing materials

Works closely with the HR Leadership Team and HR Centers of Excellence to ensure smooth administrative workflow

Provides support for vendor coordination, contract management, and invoice processing

Supports calendar and operating rhythms for the HR Leadership Team

Supports HR programs, initiatives, and events as needed; coordinates project timelines, status updates, and follow-ups as applicable to the administrative assistant role

Periodically traveling as needed

Performs all other duties as assigned by management

Minimum Qualifications:

HS Diploma or GED from an accredited institution

Minimum of 2 years of experience supporting at least a director level in a corporate environment

Proven knowledge of Microsoft Office Suite including Outlook, Power Point, Excel and Word

Experience interacting with various organizational levels from a customer centric approach and effectively representing Senior Leadership

Experience in managing multiple calendars

Preferred Qualifications:

Bachelor's degree from an accredited institution

Working knowledge of the healthcare industry

Experience with Workday and Service Now

Experience working within Microsoft Excel spreadsheets which includes utilizing VLOOKUP's, updating/creating pivot tables

Experience with budget reports and/or variance reports

Hiring Range*:

Greater New York City Area (NY, NJ, CT residents): $58,900 - $80,070

All Other Locations (within approved locations): $51,000 - $74,880

As a candidate for this position, your salary and related elements of compensation will be contingent upon your work experience, education, licenses and certifications, and any other factors Healthfirst deems pertinent to the hiring decision.

In addition to your salary, Healthfirst offers employees a full range of benefits such as, medical, dental and vision coverage, incentive and recognition programs, life insurance, and 401k contributions (all benefits are subject to eligibility requirements). Healthfirst believes in providing a competitive compensation and benefits package wherever its employees work and live.

*The hiring range is defined as the lowest and highest salaries that Healthfirst in “good faith” would pay to a new hire, or for a job promotion, or transfer into this role.