HR Executive Assistant

Socket.dev; Town of Florida (NY); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health & Wellness: Medical, Dental, VＩ

401k Retirement Plan with match

4 weeks of PTO

Pet Insurance

Job summary

Frontline Insurance is hiring a HR Executive Assistant to provide key administrative support to the Human Resources team and handle day-to-day HR inquiries.

You will monitor deadlines, manage calendars, draft communications, and maintain confidential information with professionalism while coordinating immigration cases and filings.

Qualifications

• Associate degree preferred; equivalent combination of education and experience considered.
• 2–4 years of experience in Human Resources, executive administration, or a related role.
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint and SharePoint.
• Experience coordinating immigration matters and handling confidential information.

Responsibilities

• Provide administrative support to the HR team and handle day-to-day HR inquiries.
• Monitor deadlines, follow up on items, and escalate compliance concerns when needed.
• Manage calendars, reminders, and workflows to meet HR milestones and deadlines.
• Prepare communications to employees, attorneys, executives, and internal stakeholders.
• Maintain confidential employee and company information with discretion and professionalism.
• Act as liaison between employees, managers, HR, and immigration counsel for case processing.
• Maintain immigration records, trackers, deadlines, and work authorization documents.
• Coordinate collection and submission of documents for immigration filings.

Skills

MS Office

Communication

Calendar management

Education

Associate degree in HR or Business Administration

Tools

Microsoft Outlook

SharePoint

Asana

Job description

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.