Position Summary:
The HR Administrative Assistant provides high-level administrative support to the HR Manager and Leadership Team while serving as a key partner in the company's recruitment and hiring efforts. This position is responsible for coordinating administrative functions, supporting talent acquisition through candidate sourcing, interviewing, and hiring coordination, documenting EOS® (Entrepreneurial Operating System) meetings, and assisting departments across the organization.
Success in this role requires exceptional organization, professionalism, sound judgment, confidentiality, and the ability to build positive relationships with applicants, employees, customers, and leadership. The HR Administrative Assistant serves as an ambassador of Down East Protection Systems, helping attract top talent while supporting operational excellence in alignment with our core values of Competence, Compassion, Accountability, Attitude, Respect, Reliability, Enthusiasm, and Excellence.
Key ResponsibilitiesAdministrative & Executive Support:
- Provide direct administrative support to the Executive Leadership Team, including scheduling, correspondence, filing, calendar management, and other administrative duties as assigned.
- Prepare, organize, and distribute reports, presentations, and meeting materials.
- Manage special projects and ensure action items are completed within established deadlines.
- Run company errands as needed.
Recruitment & Talent Acquisition:
- Play a lead role in the recruitment process by assisting with sourcing candidates, coordinating job postings, reviewing applications, and maintaining applicant tracking records.
- Conduct initial candidate phone screenings and participate in in-person interviews to evaluate applicants for open positions.
- Coordinate interview schedules with hiring managers and executive leadership.
- Serve as a professional point of contact for applicants throughout the hiring process, ensuring an exceptional candidate experience.
- Assist with onboarding and other pre-employment paperwork.
- Maintain accurate recruiting metrics and hiring documentation.
- Partner with Human Resources and department leaders to identify staffing needs and support successful hiring decisions.
EOS / L10 Meeting Documentation:
- Attend weekly, quarterly, and annual EOS (Entrepreneurial Operating System) meetings as needed to document meeting notes, Issues Lists, To-Dos, and accountability updates.
- Assist with preparation of scorecards, meeting agendas, reports, and quarterly planning materials.
Cross-Functional Support:
- Cross-train in key administrative processes to provide backup support for Accounting, and Operations as needed.
- Maintain organized filing systems and accurate company documentation.
- Provide administrative and project support to department leaders to help achieve organizational objectives.
General Office Responsibilities:
- Cover the front lobby when needed.
- Open the lobby to the public at the beginning of the business day.
- Assist with incoming phone calls and direct inquiries appropriately.
- Greet customers, visitors, and applicants in a professional and welcoming manner.
- Maintain a clean, organized, and professional reception area.
Special Projects:
- Participate in and/or lead special projects assigned by leadership.
- Conduct research, compile data, and assist with process improvement initiatives.
- Perform other duties as assigned to support company objectives.
Qualifications:
- Minimum of three (3) years of administrative, executive support, human resources, or recruiting experience, preferably in a multi-department organization.
- Experience coordinating recruitment activities and conducting candidate interviews strongly preferred.
- Exceptional organizational and time management skills with the ability to prioritize multiple responsibilities.
- Excellent written and verbal communication skills with strong attention to detail.
- Ability to maintain strict confidentiality and exercise sound judgment.
- Proficiency with Google Workspace and the ability to quickly learn new software platforms.
Core Competencies:
- Accountability: Takes ownership of responsibilities and follows through on commitments.
- Reliability: Consistently delivers accurate, timely, and dependable work.
- Respect & Compassion: Treats applicants, customers, and team members with professionalism, empathy, and courtesy.
- Enthusiasm: Maintains a positive attitude and actively contributes to team success.
- Excellence: Demonstrates attention to detail and continuously seeks opportunities for improvement.
- Communication: Builds strong relationships through clear, professional, and effective communication.
- Organization: Effectively manages competing priorities while maintaining accuracy and efficiency.
Physical & Work Requirements:
- This position reports to the office.
- Ability to sit for extended periods while working at a computer and phone.
- Ability to occasionally lift up to 25 lbs.
- Standard business hours; occasional flexibility may be required.
- Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
What We Offer:
- Stable, team-oriented work environment
- Clear expectations and structured processes
- Opportunities for professional growth
- Competitive compensation and benefits package
- Overtime, if required, will be compensated in accordance with federal and state law
Equal Opportunity Employer Statement:
Down East Protection Systems (DEPS) is an equal opportunity employer. We do not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected status. DEPS is also an E-Verify employer and uses the E-Verify system to verify the employment eligibility of all newly hired employees.
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
Work Location: In person
