Human Resources Associate & Executive Assistance

The Carey School; San Mateo (CA); On-site; USD 50,000 - 65,000; Full time

Job summary

The Carey School, a Preschool to Grade 5 independent school in San Mateo, California, seeks an HR Associate and Executive Assistant for a 3-month contract. The role supports the Head of School, Board of Trustees, and the Director of Finance and HR with HR, governance, and administrative operations.

Reporting to the Director of Finance and HR, you will manage onboarding, employee records, HR compliance, and board meeting coordination while maintaining confidentiality and professional discretion

Qualifications

• Knowledge of human resources practices incl. recruitment, onboarding, employee relations, and compliance.
• Excellent written and verbal communication with discretion and professionalism.
• Strong organizational and time management skills with ability to multitask and meet deadlines.

Responsibilities

• Assist with hiring process, including preparation of employment agreements and onboarding documents.
• Maintain employee records and job descriptions; coordinate onboarding/offboarding with departments.
• Support Board of Trustees scheduling and meeting logistics as needed.
• Support Head of School and Director of Finance and HR with project management and administrative tasks.
• Provide front desk support and general office duties as required.

Skills

Recruitment

Onboarding

Employee relations

HR compliance

Microsoft Office

HRIS systems

Documentation

Confidentiality

Communication

Detail-oriented

Organizational skills

Team collaboration

Education

Bachelor's degree

Tools

HRIS software

Job description

OVERVIEW:

The Carey School is a Preschool to Grade 5 independent school located in San Mateo, California, operating on two campuses.The Carey School is committed to being an inclusive environment that supports the social-emotional growth of all constituents and seeks candidates who value this endeavor. At Carey, we work to create classroom communities that support students in becoming lifelong learners that are engaged, joyful, thoughtful, metacognitive learners that can make their thinking visible.

JOB DESCRIPTION:

The Carey School seeks a qualified candidate to be the HR Associate and Executive Assistant who will provide support to the Head of School, the Board of Trustees, and the Director of Finance and Human Resource for a 3 month contract assignment. As the delegate for the Head of School & Director of Finance and Human Resource, the Executive Assistance will work in the following areas: Human Resources, Board of Trustees management, and Head of School support. Reporting to the Director of Finance and Human Resources, this position will have high visibility and is integral to the daily operations of the School. A collaborative team member who thrives in a dynamic environment while exhibiting professionalism, discretion, and excellent organizational skills. At The Carey School, we work thoughtfully and continuously to live our core values of diversity and inclusion so that everyone feels welcomed and valued.

RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

Human Resources: In conjunction with the Director of Finance and Human Resources & Head of School, assist with the hiring process. Includes preparation of employment agreements, communicating with new employees on new hire paperwork, and creating and maintaining employee records. Communicating/Coordinating with other departments on offboarding/onboarding. Work with the Department of Finance and Human Resources & Head of School facilitate onboarding to all school benefits.

• Responsible for maintaining and ensuring accurate posting of all California labor law notices.
• Responsible for maintaining and updating job descriptions for all positions.
• Maintain Form I-9 documentation, and conducts annual audits of records.
• Works with an offsite storage vendor to maintain confidential paper files.
• Manages HRIS system and makes updates as needed.
• Assist with the Department of Finance and Human Resources and Controller with employee enrollment in school benefits and related HR processes.
• Head of School & Director of Finance and Human Resources Support: Support the Head of School with project management, as needed.
• Board of Trustees support: Responsible for managing, scheduling of all Board of Trustees meetings, including committee meetings when needed and coordinating with Administrative staff who attend. Attend all Board meetings, document key discussions and track follow-up and/or action items.
• Business Office and School support: Assist Director of Finance and Human Resources with Business Office operations. Assist with student facing duties and provide student supervision on campus, as needed.
• Support: Assist with management of ad hoc projects.
• Perform additional responsibilities as assigned to support the school’s operations and mission.
• Provide front desk support and duties as needed.

REQUIRED SKILLS AND ABILITIES:

• Knowledge of human resources practices, including recruitment, onboarding, employee relations, and compliance.
• Strong organizational and time management skills with the ability to prioritize multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• High level of confidentiality and professionalism when handling sensitive information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and HRIS systems.
• Ability to maintain accurate records and manage personnel documentation.
• Strong attention to detail and problem-solving abilities.
• Customer service mindset with the ability to support employees at all levels.
• Ability to work independently and collaboratively in a fast-paced environment.
• Familiarity with employment laws and HR compliance requirements.

QUALIFICATIONS:

• Bachelor's degree from an accredited university is preferred.
• Superior communication skills both written and oral, especially in regard to communicating with parents, teachers, administrators, and students.
• Understanding of essential HR functions and best practices.
• Strong technology skills and experience learning new technology platforms.
• Maintain a professional image and provide excellent customer service.
• Well-developed collaborative work style and positive attitude.
• Strong attention to detail.
• Excellent project management and organizational skills with an ability to meet deadlines.
• Able to work in a fast-paced environment, must be able to adapt to changing priorities, demands, and a variety of challenges.
• May work at a desk and computer for extended periods, occasional evening and weekend work may be required.