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Job Title: Executive Assistant / HR Administrative Support

 

About the Company:

Our client is a well-established performing arts theater known for hosting a variety of national and international shows. They collaborate with artists globally and manage a high volume of daily communications with patrons, partners, employees, and production teams.

 

Job Description:

Our client is seeking a highly organized and experienced Executive Assistant / HR Administrative Support professional to support the Associate Director. This role combines high-level executive assistance with hands-on HR and administrative responsibilities. The ideal candidate will have strong experience supporting HR functions, including recruiting, hiring, onboarding, payroll coordination, employee records, and general HR administration, while also providing proactive administrative and organizational support. The successful candidate should be highly dependable, detail-oriented, proactive, and comfortable managing multiple priorities independently in a fast-paced environment.

 

Responsibilities of the role:

• Support the hiring and recruitment process, including posting positions, coordinating interviews, communicating with candidates, and assisting with hiring logistics.

• Coordinate and manage employee onboarding processes, ensuring new hires have the necessary information, documentation, accounts, and resources.

• Assist with payroll administration and coordinate payroll-related information, timesheets, and employee updates.

• Maintain accurate and organized employee records and HR documentation.

• Assist with employee-related administrative requests and follow up on outstanding items.

• Support offboarding processes and ensure all required administrative steps are completed.

• Help maintain HR calendars, deadlines, employee information, and other administrative systems.

• Assist with general HR projects and process improvements as needed.

• Handle sensitive and confidential employee information with professionalism and discretion.

• Manage and organize incoming communications, including email, calls, and messages.

• Assist with calendar management, scheduling, and meeting coordination.

• Prepare meeting details, including context, background information, links, and action items.

• Ensure meetings are properly organized and that necessary materials and systems are prepared.

• Review meeting notes and help create and track actionable follow-up tasks.

• Proactively follow up on pending items and ensure deadlines and commitments are met.

• Organize and maintain task management systems and administrative workflows.

• Help prioritize competing requests and ensure important matters receive timely attention.

• Provide proactive support by anticipating needs and identifying issues before they become problems.

• Assist with general administrative projects and other responsibilities as needed.

• Update the website calendar and basic website content through Squarespace when needed.

• Provide real-time patron support, including parking information, show details, and ticket-related questions.

• Coordinate internally when ticketing or patron issues arise.

• Collaborate with other team members and provide administrative support across departments when needed.

 

Required Experience and Qualifications:

• Proven experience as an Executive Assistant, Administrative Assistant, HR Assistant, HR Coordinator, HR Administrator, or similar role.

• Strong hands-on experience supporting HR functions, particularly hiring, onboarding, payroll, and employee administration.

• Experience coordinating recruitment processes and interviews.

• Experience managing or supporting employee onboarding and offboarding.

• Familiarity with payroll processes, timesheets, and payroll-related administration.

• Strong organizational and administrative skills with excellent attention to detail.

• Excellent written and spoken English.

• Strong communication and interpersonal skills.

• Ability to handle confidential and sensitive information with discretion.

• Ability to manage multiple priorities and deadlines independently.

• Strong judgment and problem-solving skills.

• Experience working remotely in a structured and accountable environment.

• High level of consistency, stability, and reliability.

 

Preferred Skills:

• Previous experience supporting an executive, director, founder, or senior leader.

• Experience in HR operations or people administration.

• Experience in arts, entertainment, theater, or creative industries.

• Bilingual English/Spanish.

• Experience with Google Workspace.

• Experience with Squarespace.

• Familiarity with Canva and QuickBooks.

• Experience with HRIS, payroll, recruiting, or employee management platforms.

• Experience managing CRM, ticketing, or other administrative workflows.

 

Personality:

• Highly proactive and anticipatory.

• Extremely organized and detail-oriented.

• Self-accountable and dependable.

• Discreet and trustworthy when handling confidential information.

• Calm and professional under pressure.

• Strong communicator with excellent follow-through.

• Comfortable taking ownership of tasks and processes.

• Able to work independently while keeping leadership informed.

• Flexible and willing to take on a variety of administrative responsibilities.

• Professional, stable, and dependable.

• Genuine interest in the performing arts is a plus.

 

Software & Tools:

• Google Workspace

• Google Voice

• Squarespace

• Canva

• QuickBooks

• Task management tools within Google

• Payroll and/or HR platforms

• Recruiting/HR systems

• Ticketing system, as needed

 

Schedule:

Full-time, Monday to Friday, 8:00 AM – 4:00 PM PST (Pacific Time)

 

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.