Administrative Assistant - HR & Office Support

Position Summary:

We are seeking a proactive, detail-oriented Administrative Assistant to support the smooth operation of our office, general services and HR administrative functions. This role plays an important part in maintaining a professional work environment, managing smock and locker inventory, coordinating meetings and company events, and providing high-quality administrative support across the organization.

This ideal candidate is a self-starter who thrives in a fast-paced environment, takes initiative and effectively manages multiple priorities with minimal supervision. This role is cross-trained to support the Office Coordinator and will step in as needed to ensure seamless daily office operations.

This is a temporary position for a minimum of six (6) months, with the potential to convert to a permanent role based on business needs, headcount availability and individual performance.

HR and Administrative Support

• Support onboarding activities, including coordinating system access, equipment and badges, and where applicable, issuing smocks and assigning lockers to production floor employees.
• Support offboarding activities, including coordination of company asset returns (e.g. laptops, badges, smocks).
• Maintain HR templates, records, and employee contact lists in a structured, organized and confidential manner.
• Assist with coordination of meetings, training sessions and employee events.

• Provide general administrative support to the HR team, including data entry, filing and supply coordination.
• Collaborate with the HR team and Office Coordinator to support cross-functional initiatives and operational needs.

• Provide administrative support to management, including preparing proposals and presentations, processing data and assisting with travel and expense reimbursements.
• Source and reserve venues for business meetings, dinners and offsite events.
• Provide backup support for non-confidential HR administrative tasks as required.

• Issue smocks and uniforms to new hires and assign lockers to the appropriate employee population.
• Collect smocks and locker keys from departing employees and temporary workers, where applicable.
• Maintain accurate inventory and tracking of employee and visitor smocks; distribute and collect as required.
• Coordinate with smock-related vendors and support invoice processing.

• Maintain a clean, organized and professional office environment.
• Set up and take down seasonal or event-related decor and communications.
• Proactively remove misplaced or abandoned items from shared spaces.
• Manage cubicle assignments and office space planning in coordination with stakeholders.

• Organize and coordinate company events, internal meetings, celebrations and offsites as required.
• Liaise with vendors and internal teams to manage logistics, catering, payments and communications.
• Ensure smooth event execution with attention to detail and timely follow-up.

• Oversee daily office operations and general administrative processes.
• Coordinate with vendors for facilities, utilities and equipment servicing.
• Track and process office expenses, invoices and purchase requests.
• Order and manage pantry, janitorial and office supplies.
• Ensure functionality and upkeep of office equipment (e.g. printers, copiers, shredders).
• Manage incoming and outgoing mail, courier services and general correspondence.
• Welcome visitors, manage check-in/out protocols and support badge and access control.
• Reserve and prepare meeting rooms, including refreshments as needed.

• Associate degree or equivalent in Business Administration, Human Resources or a related field; additional education or certifications are a plus.
• 12 years of experience in HR administration, office administration or a related support role.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with ATS or other HR systems is a plus.
• Highly organized and detail-oriented, with a strong commitment to accuracy and follow-through.
• Proactive, resourceful and self-directed with strong critical-thinking and problem-solving skills.
• Ability to manage multiple priorities in a high-volume, fast-paced environment.
• Adaptable and flexible, able to adjust quickly and effectively to changing priorities and business needs.
• Strong written and verbal communication skills with a collaborative, customer-service mindset.
• Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.
• Ability to communicate in additional languages, such as Vietnamese, Cantonese or Mandarin, is a plus.