Administrative Assistant, Human Resources

Job Summary

• Support the SVP, HR on all administrative and HR specific tasks


• Manage the electronic HR site on SharePoint and ensure all content is up to date and organized


• Organizing and supervising the maintenance of department records, ensuring accuracy and confidentiality


• Responsible for organizing, preparing and submitting expenses 


• Contribute to the development of new HR processes and continuous improvement of existing HR processes


• Monitor upcoming leave, return and contract end dates for employees and send reminders to HR team as required 


• In conjunction with the SVP and Director, assist in managing the HR Department budget and receive, code and submit all invoices for payment to the Accounts Payable team


• Assist with maintenance and day to day functions of OEG’s HRIS system (Ultipro)


• Assist with investigation and resolution of process challenges and issues within HR systems


• Responsible for understanding and puling various reports out of the HRIS system


• Create all documents for employee life cycle changes; including new hire terms of employment, letters of employment, promotions and transfers, compensation changes, termination and exit documentation;


• Responsible for supporting various HR programs and initiatives and may be responsible for running special reports and/or preparing presentations, as required 


• Support the team with on-boarding and exit management by transitioning information over to the payroll team, and associated exit activities, as required


• Respond to general HR inquiries from employees regarding policies, procedures in a timely manner, always ensuring the highest level of customer service  


• Assist candidates and employees with immigration and work permits 


• Conduct various research on a variety of topics such as HR best practices and US legislation


• Collaborate with Executive Assistants and other admin support regarding executive/company updates and tasks 


• Perform other related duties as requested by SVP including on the spot assistance in a timely manner

• Post-secondary Diploma or Degree in a related field is preferred.


• Minimum of 1-3 years of Executive Assistant, Administration or Coordinator experience preferred


• Experience in Human Resources and all HR functional areas will be considered as asset


• Experience and understanding with Legal tasks and responsibilities is considered a strong asset


• Experience processing payroll or other payroll functions is considered an asset 


• Must be highly proficient in Microsoft Office, which includes Word, Excel, PowerPoint and Outlook


• Experience working within an HRIS system and/or SharePoint is an asset 


• Demonstrates sound judgment; handles sensitive and confidential information in a timely manner and is capable of tracking and filing sensitive information


• Ability to effectively and efficiently handle multiple, simultaneous and detailed tasks.


• Resilient and adaptable to change and able to improvise and work in a high pressure and fast paced environment


• Strong communication (written and verbal) and customer service skills are required 


• Excellent organizational and time management skills with an ability to be flexible to changing priorities 


• Results-oriented and focused on achieving goals and has accountability for expected results


• Good judgment and decision-making skills.