HR Executive Assistant

Frontline Insurance Managers Inc.; Town of Florida (NY); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health & Wellness benefits

401k with match

Paid time off (4 weeks)

Job summary

Frontline Insurance is seeking a dedicated HR Executive Assistant to support the Human Resources team with day-to-day administrative tasks, calendar management, and communications.

You will coordinate immigration filings, maintain confidential records, and liaise with attorneys, executives, and staff to ensure timely case processing.

The role requires 2–4 years of HR/administrative experience, proficiency in MS Office and SharePoint, and a proactive, discreet approach in a fast-paced environment.

Qualifications

• Associate degree in HR, business administration or related field preferred.
• 2-4 years of experience in HR, executive administration, or immigration coordination.
• Proficiency with Microsoft Office Suite and SharePoint.

Responsibilities

• Provide administrative support to the HR team and handle day-to-day inquiries.
• Monitor deadlines, follow up on items, and escalate compliance concerns when needed.
• Manage calendars, reminders, and workflow priorities to meet HR milestones.

Skills

MS Office Suite

Immigration coordination

Administrative support

Education

Associate degree in Human Resources, Business Administration, or related field

Tools

SharePoint

Outlook

Excel

PowerPoint

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

HR Executive Assistant

Lake Mary, FL, US

At Frontline Insurance, we are on a mission to Make Things Better, and our HR Executive Assistant plays a pivotal role in achieving this vision. We strive to provide high quality service and proactive solutions to all our customers to ensure that we are making things better for each one.

What makes us different? At Frontline Insurance, our core values – Integrity, Patriotism, Family, and Creativity – are at the heart of everything we do. We’re committed to making a difference and achieving remarkable things together. If you’re looking for a role, as a HR Executive Assistant, where you can make a meaningful impact and grow your career, your next adventure starts here!

Our HR Executive Assistant enjoys robust benefits:

• Health & Wellness: Company-sponsored Medical, Dental, Vision, Life, and Disability Insurance (Short-Term and Long-Term).
• Financial Security: 401k Retirement Plan with a generous match
• Work-Life Balance: Four weeks of PTO and Pet Insurance for your furry family members.

What you can expect as a HR Executive Assistant :

• Provide administrative support to the Human Resources team, serving as a key resource for day-to-day HR activities and employee inquiries.
• Monitor critical deadlines and proactively follow up on outstanding items, escalating time-sensitive matters or potential compliance concerns when appropriate.
• Manage calendars, reminders, and workflow priorities to ensure deliverables, case milestones, and other key HR deadlines are met.
• Draft, prepare, and distribute professional communications to employees, attorneys, executives, and other internal stakeholders.
• Maintain confidential employee and company information with the highest level of discretion, professionalism, and sound judgment.
• Serve as the primary administrative liaison between employees, managers, Human Resources, and immigration counsel to facilitate timely and accurate case processing, including H-1B and permanent residency cases.
• Maintain immigration case records, trackers, deadlines, work authorization documentation, expiration dates, and required follow-up activities to support compliance and timely case progression.
• Coordinate the collection, organization, and submission of documentation required for immigration filings and related employment actions.
• Support document management, filing, SharePoint administration, and other records management activities.
• Provide administrative support across Human Resources, reception, office management, and special projects, serving as a key resource for employees, visitors, and business operations.

What we are looking for as a HR Executive Assistant :

• Associate degree in Human Resources, Business Administration, or a related field preferred; equivalent combination of education and experience will be considered.
• 2-4 years of experience in Human Resources, executive administration, office management, immigration coordination, or a related administrative support role.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and SharePoint.
• Experience with Asana or other project management and workflow tracking systems preferred.
• Experience managing sensitive and confidential information and coordinating multiple priorities in a fast-paced environment.

At Frontline Insurance, we’re more than just a workplace – we’re a community of innovators, problem solvers, and dedicated professionals committed to our core values: Integrity, Patriotism, Family, and Creativity.
We provide a collaborative, inclusive, and growth-oriented work environment where every team member can thrive.

Frontline Insurance is an equal-opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.