Human Resources Specialist / Executive Assistant

Trax USA Corp; Coral Gables (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

Trax USA Corp is seeking a Human Resources Specialist / Executive Assistant in Coral Gables who will provide executive-level support for HR and operations. The ideal candidate will be detail-oriented and possess strong communication skills to manage various HR tasks, including recruitment coordination and employee engagement initiatives.

This full-time position will require working onsite and involves multitasking in a fast-paced environment, ensuring a positive employee experience while maintaining compliance and documentation.

Qualifications

• Minimum of two years of experience in Human Resources or related support role.
• Experience supporting senior leaders or cross-functional teams required.
• Basic knowledge of employment laws and HR best practices.

Responsibilities

• Provide administrative support to the senior leader including calendar management.
• Coordinate employee onboarding and recruitment activities.
• Maintain accurate employee and contractor records.

Skills

Strong communication skills

Organizational skills

Time-management skills

Attention to detail

Service-oriented mindset

Education

Bachelor's degree in Human Resources, Business Administration, Social Sciences, or related field

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

HRIS or applicant tracking system (Paylocity)

Job description

Position Overview

TRAX USA Corp is a leading aviation software company seeking a highly motivated Human Resources Specialist / Executive Assistant. This role supports both Human Resources and Executive Operations by providing executive-level administrative support to the senior leader and HR coordination. The position supports employee onboarding, recruitment activities, contractor processes, employee engagement initiatives, and HR operations, contributing to an efficient workplace and positive employee experience.

The ideal Human Resources Specialist / Executive Assistant is detail-oriented, highly organized, service-focused, and able to exercise discretion and sound judgment. This role requires strong communication skills and the ability to manage multiple priorities in a fast-paced environment while supporting leadership and HR initiatives.

Key Job Responsibilities

• Provide administrative and operational support to the senior leader, including calendar management, meeting coordination, travel arrangements
• Prepare, organize, and maintain executive materials such as agendas, presentations, reports, and meeting documentation, ensuring timely follow-up and action tracking
• Support HR reporting and administration by maintaining accurate employee and contractor records, tracking onboarding and hiring activity, and responding to ad hoc data requests
• Coordinate employee onboarding activities by managing logistics, system access, equipment requests, documentation, and orientation scheduling in accordance with established processes
• Provide recruitment coordination support by maintaining job postings, managing applicant tracking system updates, scheduling interviews, and communicating logistical details to candidates
• Support pre‑employment and offer‑related administrative tasks as directed and maintain accurate recruitment documentation
• Support contractor onboarding and coordination by assisting with documentation, background checks, access requests, tracking engagement timelines, and maintaining contractor records
• Assist with contractor offboarding activities to ensure timely updates to systems, access, and documentation
• Support employee engagement initiatives by coordinating logistics for company events, and recognition activities, and assisting with related communications
• Maintain HR operational documentation, templates, and process guides to ensure consistency and compliance
• Support employee offboarding administration, compliance tracking, and audit preparation activities
• Identify and support improvements to HR and administrative workflows to increase efficiency and data accuracy
• Support the day‑to‑day operational needs of the HR department
• Other duties as assigned

Qualifications / Requirements

• Bachelor’s degree in Human Resources, Business Administration, Social Sciences, or a related field, or equivalent practical experience
• Minimum of two (2) years of experience in Human Resources, People Operations, HR administration, or a related support role
• Experience providing administrative or operational support to senior leaders or cross‑functional teams
• Working knowledge of core HR processes, including onboarding, offboarding, recruitment coordination, and employee records management
• Basic understanding of federal, state, and local employment laws and HR best practices
• Strong organizational, time‑management, and prioritization skills with a high level of attention to detail
• Demonstrated ability to manage multiple tasks, deadlines, and shifting priorities in a fast‑paced environment
• High level of professionalism and discretion when handling confidential and sensitive information
• Proficiency with Microsoft Office tools (Outlook, Word, Excel, PowerPoint)
• Prior experience using an HRIS and/or applicant tracking system; Paylocity experience is a plus
• Strong written and verbal communication skills with the ability to interact effectively with employees, managers, and external partners
• Service‑oriented mindset with a focus on accuracy, responsiveness, and follow‑through

Job type: Full time / Salaried

Job Status: Non-Exempt

Job Level: Associate

Job Location: Fully Onsite - Coral Gables

Job Shift: First - 8a - 5p / Off-Hours

Remote: No

TRAX Technology powers the safe operation of tens of thousands of aircraft for hundreds of aircraft operators worldwide. Our customers include several of the world’s largest airlines as well as most low‑cost carriers and large MROs, all of which operate & maintain the safest fleets at a very efficient cost structure in the industry. As a mission‑critical system, our technologies are vital to the success of their business. Therefore, TRAX is constantly investing & innovating to ensure our applications remain best‑of‑breed / best‑in‑class in the industry to ensure we remain the market leader. We are only as good as our last implementation; everything is on the line with each project.

TRAX USA Corp is an equal opportunity employer committed to diversity in the workplace. We evaluate qualified applicants without regard to race, color, religion, sex, disability, veteran status, and other protected characteristics. We maintain a drug‑free and tobacco‑free workplace and perform pre‑employment background checks.