Position Summary:
NextPhase Research is seeking a highly organized and experienced HR Executive Assistant to provide administrative and Human Resources support across NextPhase Research and our sister company, My Psychiatrist. This is a full-time position that will provide day-to-day administrative support while also assuming additional HR responsibilities. The ideal candidate will have strong previous Human Resources experience, excellent organizational and communication skills, and the ability to independently manage multiple priorities in a fast-paced environment. This individual will work closely with leadership and employees across both organizations and should be comfortable handling confidential employee information, coordinating HR processes, and providing general administrative and operational support as needed.
Human Resources Responsibilities:
- Manage full-cycle recruiting activities, including posting job advertisements, reviewing applications, prescreening candidates, and coordinating interviews with upper leadership.
- Maintain candidate pipelines and communicate with applicants throughout the recruitment process.
- Prepare and send offer letters, rejection communications, and other candidate correspondence.
- Coordinate and conduct new-hire onboarding and employee orientations.
- Process new hires and employee changes through Paycom.
- Assist with and process payroll accurately ensuring PTO tracking, benefits admin, deductions, reimbursements, etc. Within established deadlines.
- Coordinate employee terminations and conduct exit interviews.
- Maintain accurate employee records and confidential HR documentation.
- Track and coordinate employee performance reviews and ensure reviews are completed within established timelines.
- Maintain and manage company computer/equipment inventory and coordinate equipment distribution and collection for new hires and departing employees.
- Track unemployment claims/cases and assist with required employer responses and documentation.
- Assist employees with benefits enrollment, including enrolling in or waiving available insurance coverage.
- Maintain familiarity with Form I-9 and E-Verify requirements and support ongoing employment eligibility compliance.
- Draft and update job descriptions as needed.
- Prepare and distribute the monthly employee newsletter.
- Provide HR support to NextPhase Research's sister company, My Psychiatrist, including assistance with similar recruiting, onboarding, employee documentation, and administrative HR functions.
- Maintain confidentiality and appropriately handle sensitive employee and company information.
- Provide general HR support to employees and leadership as needed.
Administrative & Operations Responsibilities:
- Provide general administrative support to leadership and departments across NextPhase Research and My Psychiatrist.
- Manage calendars, schedule meetings, coordinate appointments, and assist with meeting logistics as needed.
- Prepare correspondence, documents, reports, spreadsheets, and other administrative materials.
- Maintain organized electronic and physical records and files.
- Assist with data entry, document management, and recordkeeping.
- Coordinate internal communications and follow up on outstanding administrative items.
- Assist with ordering and maintaining office supplies and other workplace materials.
- Coordinate furniture placement, office setup, and workspace organization as needed.
- Assist with new-hire workspace preparation and general office coordination.
- Communicate with vendors and service providers as needed.
- Assist leadership with special projects and operational initiatives.
- Provide coverage and administrative assistance to other departments when needed.
- Perform additional administrative, Human Resources, and operational duties as assigned.
Qualifications:
- Previous Human Resources experience required, with hands-on experience supporting multiple HR functions.
- Previous administrative, office management, HR coordination, or similar experience strongly preferred.
- Payroll processing experience strongly preferred.
- Experience with Paycom or a similar HRIS/payroll system strongly preferred.
- Experience handling confidential and sensitive employee information.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Strong attention to detail and follow-through.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Ability to work independently, exercise sound judgment, and appropriately escalate matters to leadership when necessary.
- Professional, dependable, adaptable, and comfortable supporting multiple organizations and departments.
- Bilingual in English and Spanish preferred.
Ideal CandidateThe ideal candidate is an experienced HR and administrative professional who can confidently step into day-to-day HR responsibilities while also providing ongoing administrative and operational support to both NextPhase Research and My Psychiatrist. This individual should be proactive, highly organized, comfortable working with upper leadership, and able to handle confidential matters with professionalism and discretion.
Pay: From $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
