HR & Executive Assistant

Pedes Orange County; Irvine (CA); Hybrid; USD 34,000 - 41,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Paid time off

Vision insurance

Job summary

Pedes Orange County is seeking a full-time in-office HR Assistant and Executive Assistant to support HR operations and executive projects. This role features hybrid responsibilities in a fast-paced vascular clinic setting.

You will manage onboarding, payroll support, vendor coordination, and general office administration to ensure smooth daily operations. The ideal candidate has 1+ year of HR or related experience, knowledge of California employment laws, proficiency with QuickBooks and MS

Qualifications

• 1+ year HR, office admin, or accounting experience (healthcare setting preferred).
• Knowledge of California employment laws and HR best practices.
• Proficiency in QuickBooks and Microsoft Office Suite.
• Excellent communication, time management, and problem-solving skills.
• High level of discretion when handling confidential information.
• Experience with HR software such as BambooHR or EMR systems preferred.
• Bachelor’s Degree in HR, Business Management, Accounting, or related field; aPHR preferred.
• Ability to multitask, prioritize effectively, and adapt to shifting needs in a clinical environment.

Responsibilities

• Onboard/offboard employees with document checks and license verification.
• Maintain personnel files and ensure labor-law compliance.
• Oversee employee relations, performance management, and reviews.
• Handle time-off requests, attendance, and payroll timesheets.
• Support recruitment: post ads, screen candidates, schedule interviews.
• Coordinate executive scheduling, meetings, and special projects.
• Manage office supplies, mail, and vendor coordination.
• Process bills, payments, and QuickBooks entries; assist monthly reconciliations.

Skills

HR knowledge

MS Office proficiency

Communication skills

Time management

Discretion

Multitasking

Education

Bachelor's Degree in HR/Business/Accounting

aPHR Certification

Tools

QuickBooks

BambooHR

EMR systems

Microsoft Office

Job description

Position Summary:
Pedes Orange County is a Comprehensive Vascular Practice looking to hire a full-time, in-office HR Assistant and Executive Assistant. We are looking to bring someone on to assist in several facets of our quickly growing facility. We are seeking a highly organized, proactive, and adaptable professional to serve as our Human Resources Assistant & Executive Assistant. This role has hybrid responsibilities and is ideal for someone who thrives in a fast-paced environment and enjoys both leading HR functions and supporting executive-level projects through administrative support. The ideal candidate will be responsible for overseeing HR operations while also ensuring the smooth day-to-day functioning of the office, including managing supplies, mail, accounting tasks, and other executive administrative duties.

Key Responsibilities:

Human Resources:

• Manage employee onboarding and offboarding, including document checks, background checks, license verification, and IT access coordination
• Maintain personnel files and ensure compliance with labor laws and practice policies
• Oversee employee relations, conflict resolution, and performance management processes
• Facilitate employee reviews, write-ups, and disciplinary actions
• Administer time-off requests, track attendance, and review timesheets for payroll submission
• Support recruitment efforts by posting job ads, screening candidates, and scheduling interviews
• Monitor HR policies and recommend updates to stay compliant with federal and state employment laws

Office Administration & Executive Support:

• Assist executive leadership with scheduling, meeting prep, and special projects
• Coordinate and maintain office supplies and inventory; process supply orders as needed
• Sort and distribute incoming/outgoing mail and packages
• Serve as a point of contact for vendors and facility maintenance needs
• Help coordinate staff meetings, events, and trainings
• Perform general office duties to support the overall function of the clinic and executive team

Accounting Support:

• Upload, verify, and categorize incoming bills and invoices
• Process payments and maintain accurate records of transactions
• Approve and submit payroll in collaboration with leadership and HR systems
• Maintain vendor accounts and assist with monthly reconciliation
• Use QuickBooks to manage and track expenses, payments, and financial entries
• Assist with preparing reports and summaries for management review

Qualifications:

• 1+ years of experience in human resources, office administration, or accounting (healthcare setting preferred)
• Strong knowledge of California employment laws and HR best practices
• Proficiency in QuickBooks and Microsoft Office Suite (required)
• Excellent communication, time management, and problem-solving skills
• High level of discretion and professionalism when handling confidential information
• Experience with HR software such as BambooHR or EMR systems preferred
• Ability to multitask, prioritize effectively, and adapt to shifting needs in a clinical environment
• Bachelor’s Degree in Human Resources, Business Management, Accounting, or a related field (required)
• aPHRca Certification (preferred but not required)

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Executive administrative support: 1 year (Required)
• Medical office: 1 year (Required)
• Human resources: 1 year (Required)

License/Certification:

• Associate Professional in Human Resources (Preferred)

Ability to Commute:

• Irvine, CA 92614 (Preferred)

Ability to Relocate:

• Irvine, CA 92614: Relocate before starting work (Preferred)

Work Location:

In person