Human Resources Assistant

MW Partners; Los Angeles (CA); On-site; USD 55,000 - 70,000; Full time

Job summary

MW Partners in Los Angeles seeks a Recruitment Assistant to support recruiters with scheduling interviews, candidate testing, and day-to-day operations. You will coordinate with hiring managers to move processes forward efficiently while maintaining confidentiality.

The role requires 5+ years in recruitment support, strong attention to detail, adaptability, and experience with iCIMS ATS and Excel. You will maintain documents, generate reports, and assist with onboarding and reference guides.

Qualifications

• Minimum 5 years Recruitment Assistant experience.
• Ability to work effectively in a dynamic, collaborative team environment.
• Flexible and adaptable, with the ability to pivot to changing priorities.
• Strong attention to detail and commitment to accuracy.

Responsibilities

• Provide administrative and coordination support for recruitment activities, including scheduling interviews and testing, communicating with candidates, and hiring managers, and assisting recruiters with day-to-day operational needs.
• Support multiple recruiters by coordinating assignments, tracking deadlines, maintaining documentation, and ensuring recruitment activities move forward efficiently while maintaining confidentiality in the recruitment process.
• Prepare, review, proofread, and organize recruitment documents, reports, forms, and personnel records to ensure accuracy, completeness, and consistency.
• Audit recruitment files and folders to verify that required documentation is included and properly maintained.
• Maintain and update databases(transfer lists, applicant information), and recruitment records within iCIMS applicant tracking systems(ATS)
• Assist with new-hire documentation, candidate follow-up, reporting, and other recruitment-related initiatives
• Develop, maintain, and follow reference guides, procedures, and documentation to support consistent processes and knowledge sharing
• Adapt to changing priorities, resolve routine problems, and work collaboratively with individuals who have different communication styles and working preferences
• Handle confidential information and sensitive personnel matters with discretion, professionalism, and integrity
• Provide administrative support to Temporary Labor Services, as assigned
• Assist recruiter with interview folders, formatting, scheduling, contacting candidates, and pre-boarding folders for new hires

Skills

Recruitment coordination

Attention to detail

Communication skills

Team collaboration

Adaptability

Time management

Discretion

Customer service

Tools

iCIMS ATS

Excel

Job description

• Provide administrative and coordination support for recruitment activities, including scheduling interviews and testing, communicating with candidates, and hiring managers, and assisting recruiters with day-to-day operational needs
• Support multiple recruiters by coordinating assignments, tracking deadlines, maintaining documentation, and ensuring recruitment activities move forward efficiently while maintaining confidentiality in the recruitment process
• Prepare, review, proofread, and organize recruitment documents, reports, forms, and personnel records to ensure accuracy, completeness, and consistency
• Audit recruitment files and folders to verify that required documentation is included and properly maintained
• Maintain and update databases(transfer lists, applicant information), and recruitment records within iCIMS applicant tracking systems(ATS)
• Assist with new-hire documentation, candidate follow-up, reporting, and other recruitment-related initiatives
• Develop, maintain, and follow reference guides, procedures, and documentation to support consistent processes and knowledge sharing
• Adapt to changing priorities, resolve routine problems, and work collaboratively with individuals who have different communication styles and working preferences
• Handle confidential information and sensitive personnel matters with discretion, professionalism, and integrity
• Provide administrative support to Temporary Labor Services, as assigned
• Assist recruiter with interview folders, formatting, scheduling, contacting candidates, and pre-boarding folders for new hires

Requirements

• Minimum 5 years Recruitment Assistant experience
• Ability to work effectively in a dynamic, collaborative team environment
• Flexible and adaptable, with the ability to pivot and respond to changing priorities
• Strong attention to detail and commitment to accuracy
• Personable, Team Player, Flexible, Multitask and handles pressure well
• Detail oriented, Organized, Strong Written and Verbal Communication skills a must
• Human Resource experience in public sector is a plus
• Experience in ATS - iCIMS
• Recruitment support, recruitment coordination, talent acquisition administration, or related human resources functions and training experience is a plus
• Administrative coordination, records management, document processing, or office operations in a fast-paced environment
• Managing multiple assignments, supporting several team members or stakeholders, and balancing competing priorities
• Reviewing documents for accuracy, maintaining complete records, and following established policies, procedures, and workflows
• Using databases, iCIMS applicant tracking systems, spreadsheets, and other technology to manage information and track activities (EXCEL V/LOOKUP & PIVOT TABLES)
• Creating or maintaining procedural documentation, reference guides, training materials, or process instructions
• Prior experience in training or assisting colleagues in understanding procedures and completing administrative tasks
• Providing professional customer service, communicating diplomatically, and working effectively with individuals at different organizational levels
• Handling confidential information and exercising discretion when working with sensitive records or personnel matters is a must
• Experience in a fast-paced, process-driven environment is particularly valuable.