HR Administrative Assistant Job Description Template

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HR Administrative Assistant Job Description Template

What is a HR Administrative Assistant?

HR administrative assistants are responsible for managing employee records, coordinating recruitment processes, handling payroll and benefits administration, and supporting HR-related projects. They must have strong organizational skills and attention to detail.

A bachelor's degree in human resources or a related field is typically required. Proficiency in HR software and excellent communication skills are also essential.

HR Administrative Assistant Job Description Template

Job Brief

We are looking for an HR administrative assistant to perform a variety of personnel-related administrative tasks. You will support the HR department in duties like posting job ads, updating HR database and processing employees requests.

Our HR administrative assistant position requires excellent organizational skills and the ability to handle sensitive information confidentially. If you are passionate about HR policies and procedures and want to help create a nourishing workplace, this position is for you.

Ultimately, you will gain HR experience in a fast-paced work environment by supporting and improving all HR functions.


  • Maintain employee records (soft and hard copies)
  • Update HR databases (e.g. new hires, separations, vacation and sick leaves)
  • Assist in payroll preparation by providing relevant data, like absences, bonus and leaves
  • Prepare paperwork for HR policies and procedures
  • Process employees’ requests and provide relevant information
  • Coordinate HR projects, meetings and training seminars
  • Collaborate with the Recruiter to post job ads on careers pages and process incoming resumes
  • Manage the department’s telephone center and address queries accordingly
  • Prepare reports and presentations for internal communications
  • Provide orientations for new employees by sharing onboarding packages and explaining company policies


  • Proven work experience as an HR administrative assistant or HR administrator
  • Hand on experience with HR software, like HRIS or HRMS
  • PC literacy and experience with MS Office applications
  • Knowledge of labor legislation
  • Excellent organizational and time-management skills
  • Teamwork skills
  • BS degree in Human Resources or relevant field

What does HR Administrative Assistant do?

A HR Administrative Assistant performs various tasks on a day-to-day basis to support the Human Resources department, ensuring smooth operations and effective communication. Some of the common duties include:

  1. Managing employee records: Updating and maintaining employee records, such as personal information, employment history, benefits, and performance evaluations.

  2. Assisting with recruitment: Posting job vacancies, screening resumes, scheduling interviews, and coordinating the onboarding process for new hires.

  3. Coordinating employee benefits: Assisting with enrollment in health insurance, retirement plans, and other employee benefits. Addressing employee inquiries regarding benefits packages and providing necessary documentation.

  4. Supporting employee training and development: Assisting in organizing training sessions and workshops. Managing training materials, attendance records, and evaluations.

  5. Administering payroll and attendance: Collaborating with payroll to ensure accurate employee timekeeping, managing time-off requests, reviewing timesheets, and addressing any payroll discrepancies.

  6. Handling employee inquiries: Responding to employee questions and concerns, such as leave policies, company policies, and procedures. Providing guidance and escalating issues to the appropriate HR personnel, if necessary.

  7. Assisting with HR projects: Supporting HR initiatives, such as employee engagement programs, performance management, diversity and inclusion, and compliance-related activities.

  8. Generating reports: Compiling and analyzing HR data, preparing reports, and maintaining HR metrics. Assisting in generating reports for HR management and other stakeholders as requested.

  9. Maintaining HR systems and databases: Ensuring accurate data entry and managing electronic or paper filing systems. Regularly auditing HR records and updating information as required.

  10. Assisting in HR-related communications: Drafting and distributing internal HR communications, such as announcements, policies, memos, and newsletters.

It is worth noting that the specific tasks and responsibilities may vary depending on the organization's size, industry, and HR department's needs.

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