HR Administrative Assistant - Hybrid NY

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

WE ARE AN EQUAL OPPORTUNITY EMPLOYER.  HF Management Services, LLC complies with all applicable laws and regulations. Applicants and employees are considered for positions and are evaluated without regard to race, color, creed, religion, sex, national origin, sexual orientation, pregnancy, age, disability, genetic information, domestic violence victim status, gender and/or gender identity or expression, military status, veteran status, citizenship or immigration status, height and weight, familial status, marital status, or unemployment status, as well as any other legally protected basis. HF Management Services, LLC shall not discriminate against any disabled employee or applicant in regard to any position for which the employee or applicant is otherwise qualified.

If you have a disability under the Americans with Disability Act or a similar law and want a reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email to [email protected] or calling 212-519-1798 . In your email please include a description of the accommodation you are requesting and a description of the position for which you are applying. Only reasonable accommodation requests related to applying for a position within HF Management Services, LLC will be reviewed at the e-mail address and phone number supplied. Thank you for considering a career with HF Management Services,  LLC.

Know Your Rights

All hiring and recruitment at Healthfirst is transacted with a valid “@healthfirst.org” email address only or from a recruitment firm representing our Company. Any recruitment firm representing Healthfirst will readily provide you with the name and contact information of the recruiting professional representing the opportunity you are inquiring about. If you receive a communication from a sender whose domain is not @healthfirst.org, or not one of our recruitment partners, please be aware that those communications are not coming from or authorized by Healthfirst.  Healthfirst will never ask you for money during the recruitment or onboarding process.

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.