Executive Assistant HR and Leadership Operations

Books Are Fun

Louisville (CO)

Hybrid

USD 60,000 - 80,000

Full time

9 days ago

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Benefits offered by this job

401K

Dental insurance

Vision insurance

Health insurance

Flexible Spending Account

Paid Time Off

13 paid holidays

Hybrid working environment

Internet stipend

Life insurance

Volunteer Time Off

Book club

Job summary

Books Are Fun in Louisville, CO is seeking an Executive Assistant to support HR/Payroll and the leadership team. This hybrid, full-time role starts with HR and payroll administration and grows to include meeting planning, reports, and event coordination across the organization.

You’ll help manage onboarding, records, audits, and day-to-day operations while building knowledge of the business and earning trust across teams. Strong communication and discretion are essential.

Qualifications

2+ years in an EA/HR admin or similar role supporting multiple stakeholders.
Starting with HR-administration-heavy scope and growing into leadership support.
Strong organizational skills and good judgment on urgency versus delay.
Excellent written and verbal communication.
Discretion with confidential HR and recruiting information.
Proficiency with Microsoft Office; experience with 365, SharePoint and OneDrive.
Comfort using AI tools for drafting and research.
Willingness to learn new systems and improve processes.

Responsibilities

Support HR & payroll functions within Accounting; assist with onboarding logistics and audits.
Open and post job requisitions; manage new-hire orientation and onboarding paperwork.
Maintain personnel files and assist with benefits/records audits (I-9).
Enter data and generate reports from payroll and benefits systems; provide admin support.
Coordinate company-wide meetings and events; maintain SOPs and trackers.
Cross-train teammates to ensure coverage of critical processes.
Support leadership with meetings, materials, and quarterly events logistics.
Reconcile corporate cards and expense reporting; assist with insurance renewals.

Skills

HR Administration

Executive Support

Strong Organization

Excellent Communication

Discretion with Confidential Info

Cross-functional Collaboration

Problem Solving

AI Tools Proficiency

Microsoft Office

SharePoint & OneDrive

Tools

SharePoint

OneDrive

Payroll Systems

MS Office 365

Job description

Executive Assistant – HR & Leadership Operations

Location: Louisville, CO area (Hybrid)
Employment Type: Full-Time, Exempt
Pay Range: Starting at $60,000

About the Role

We're looking for an organized, curious, and resourceful Executive Assistant to support both our HR/Payroll function and leadership team.

This is a role with room to grow. You'll begin with a strong focus on HR and payroll administration: helping keep recruiting, onboarding, records, and recurring processes organized and moving forward. As you build knowledge of the business and establish trust across the team, you'll take on more responsibility supporting the leadership team with meetings, events, reporting, and other priorities, while continuing to provide light support to HR and Payroll.

You'll work across functions and get visibility into how the organization operates as a whole. Rather than supporting one executive's calendar and day-to-day workflow, you'll provide shared support to the organization based on what the business needs.

What You'll Do

HR & Payroll Support

You will support the HR & payroll function as a member of the Accounting Department. This will include covering redundancies during a teammate's leave, and ensuring nothing falls through the cracks as we grow.

Help open and post job requisitions for new roles.
Manage new-hire orientation logistics and schedule onboarding activities.
Track onboarding paperwork through to completion.
Save documents to personnel files.
Assist with audits of benefits and employee records, including the annual I-9 audit.
Enter data and pull reports from the payroll and benefits systems.
Provide day-to-day administrative support to the HR & Payroll team.
Assist with company-wide meeting scheduling and logistics.
Document recurring HR and administrative processes and maintain Standard Operating Procedures.
Maintain shared trackers and checklists for recruiting, onboarding, and events.
Cross-train with teammates so important processes have reliable coverage.

Executive & Leadership Support

Your support of the leadership team will evolve throughout the year based on business priorities, key events, and the needs of the organization. Rather than providing day-to-day calendar or individual executive travel management, this role provides shared support to the leadership team as a whole: helping coordinate meetings and events, prepare materials and reporting, and keep important priorities moving forward.

Assist with planning and logistics for quarterly leadership events.
Assemble, format, and proofread reports and presentation materials for leadership meetings.
Update the weekly Scorecard for the leadership team meetings.
Reconcile company credit card and Ramp cards, and expense reporting.
Take on additional leadership and business support responsibilities as priorities and needs evolve.
Assist with company committees.
Support general insurance policy renewals and audits.

Tools & Technology

We look for ways to improve how we work and make everyday processes more efficient.

Use AI and productivity tools to make drafting, research, organization, and routine work more efficient.
Maintain working knowledge of the tools and systems the team relies on.
Identify opportunities to simplify processes, improve organization, and reduce unnecessary work.
Help document and improve recurring processes as the business grows.

Who Thrives Here

You'll likely thrive in this role if you:

Want your work to make a difference. You like seeing how your contributions support the whole leadership team and organization.
Take initiative. You're comfortable asking questions, finding solutions, and jumping in when something needs to get done.
Exercise discretion. You handle HR and other sensitive information with care and keep confidences, because this role is trusted with it every day.
Believe in team success. You enjoy collaborating, supporting your teammates, and celebrating wins together.
Enjoy learning and growing. You're adaptable, curious, and excited to grow your scope as this role does.

What We're Looking For

2+ years of experience as an Executive Assistant, HR Administrator, Administrative Assistant, or similar role supporting multiple stakeholders.
Comfortable starting in an HR-administration-heavy scope and growing into broader executive support as the role evolves.
Strong organizational skills and good judgment about what's urgent versus what can wait.
Excellent written and verbal communication.
Discretion with confidential or sensitive information, including HR and recruiting-related material.
Proficiency with Microsoft Office; previous experience with Microsoft 365, including SharePoint and OneDrive.
Comfort using AI tools for drafting and research.
Comfort learning new systems and using technology to improve how work gets done.
A proactive, resourceful approach and willingness to take ownership of both routine details and new challenges.

Location & Schedule

This is a hybrid role based in the Louisville, CO area, with two days per week in the office. Specific in-office days will be finalized with the hiring manager.

Occasional local travel and schedule flexibility may be needed to support annual company events.

Benefits