Why You Should Hire An Executive Assistant For HR
A human resources executive assistant (EA) supports the HR department with expert organizational and administrative skills. The job is multi-faceted since these individuals participate in nearly everything the team does — from scheduling interviews and tracking payroll to drafting communications and onboarding materials.
If you don’t currently have an HR EA role, outsourcing this work is fantastic because virtual assistants provide administrative support when and where you need it. This way, you can better conserve the HR department’s resources.
Read on to learn why an HR EA is a worthwhile addition to most organizations.
What Do Executive Assistants Do In HR Departments?
An EA helps HR managers focus on what matters most by enabling them to delegate administrative duties such as:
- Project coordination: Assistants schedule kick-off meetings, assign action items, and track deadlines in project management tools like Asana and Trello. They’ll also follow up with department heads to ensure deliverables stay on track.
- Document and database management: EAs maintain employee records in HRIS platforms like Workday and BambooHR. They also draft and update offer letters, contracts, and onboarding documents.
- Process streamlining: These assistants identify bottlenecks in onboarding, payroll, and performance review processes, recommending automation tools or workflow updates that’ll improve efficiency. They may also create SOPs to document revised processes.
- Calendar management: EAs coordinate interviews by liaising with hiring managers and candidates, making sure to avoid scheduling conflicts. They also block time for performance review cycles, training sessions, and executive meetings.
- Correspondence handling: Assistants draft and send emails, prepare responses for internal and external inquiries, and share important updates across the company, like policy changes or personnel shifts.
- Personnel records compilation: EAs securely store and organize performance evaluations, disciplinary records, and training completion data, making it easy for managers to review employee history when making promotion or termination decisions.
These are all crucial parts of the job, but a human resources assistant provides administrative support in numerous other ways — they’re an adaptable point person between HR and other colleagues, filling in gaps as needed and creatively solving problems. The best assistants confidently take the initiative and bring broad skill sets to the table.
How Executive Assistants Enhance HR Performance
Hiring a skilled HR assistant is an investment in the efficiency and collaboration of the entire HR team, not just its managers. Here’s how:
- Filters communications: As a dedicated point of contact for the HR team, the EA fields incoming communications and filters out ones that don’t require the manager’s attention.
- Enhances time management: An HR assistant streamlines decision-making by providing the manager with critical materials and information, such as employee records, payroll data, and candidate profiles.
- Manages budget and finances: The EA updates financial information in real time so managers can confidently make hiring and payroll decisions.
- Helps executives focus on higher-level tasks: Unlocking the HR manager’s time lets them focus on higher-level tasks, supporting the long-term success of the department and company.
- Develops policies and procedures: A great executive assistant doesn’t just follow procedures — they find opportunities to create new ones. When they notice an issue, like frequent miscommunications or common troubleshooting requests, they generate guidelines to address the problem.
- Reduces friction: A skilled EA has excellent people skills. They know how to communicate effectively while fostering positive working relationships. These strengths enable them to smooth over conflicts and inform the manager about team morale.
7 Skills To Look For In An Executive Assistant For Human Resources
Here are seven essential skills that a great EA should bring to your HR department. These strengths also serve as helpful performance review goals for assessing an executive assistant’s work.
1. Accurate Data Entry
You need someone with the speed, organization, and attention to detail required for accurate data entry. This ensures materials like employee records and compliance documents remain error-free.
The EA must also be proficient in your company’s HR software, whether it’s Workday, BambooHR, or Rippling. This proficiency helps prevent administrative bottlenecks and keeps HR operations running smoothly.
2. Effective Administrative Support
The majority of the EA’s duties will be administrative tasks like coordinating meetings and sending onboarding materials to new hires. This requires strong organizational skills and attention to detail to ensure everything runs smoothly. The EA must also be proficient in the calendar and collaboration software your team relies on (like Google Workspace or Slack) to efficiently manage schedules and facilitate seamless communication between team members.
3. Consistent Auditing
An HR assistant must frequently review contact lists, payroll spreadsheets, and employee documentation to make sure information complies with company policies. Even small errors in payroll or employee records can lead to significant issues, such as delayed payments or compliance risks. This makes attention to detail a crucial skill, as the assistant must carefully verify key data like names, dates, and salaries while cross-checking records for inconsistencies or gaps.
4. Tactful Communication Skills
HR assistants interact with everyone on the team as well as across departments. This means they must know how to build and maintain healthy communication lines. For example, they may mediate conflicts, clarify company policies, or ensure new hires get the information they need to settle in smoothly.
5. Proficiency In Human Resources Information Systems
The Human Resources Information System is the network of software, data, and paperwork your HR department relies on daily to manage company and employee information. An assistant should be comfortable navigating all the tools your team uses, whether it's an applicant tracking system, payroll software, or performance management platforms. Beyond technical proficiency, they should also have a solid understanding of organizational and legal policies to maintain compliance and assist employees with HR-related inquiries.
6. Solid Time Management
An HR assistant should excel at helping you and your team make the most of the workday. They must handle scheduling, maintain employee records, and assist with recruitment so that daily operations run smoothly. By taking these tasks off your plate, you’ll have more freedom to allocate your time where it’s needed most — whether that means strategizing for the department’s growth, addressing employee concerns, or even taking a well-earned break to recharge.
7. Strong Writing And Editing Skills
When conducting admin duties, an HR assistant will interact with numerous departments and potential hires. This makes them well-positioned to document best practices for handling personnel issues, candidate recruitment, and conflict resolution. By creating clear, organized HR process documentation, they support operations across the entire company — making it easier for managers and employees to navigate policies and procedures.
Should You Hire A Human Resources Executive Assistant?
Whether you should hire an HR assistant is a question of scale and needs. If your HR manager can keep up with the company’s demands, you might not need an EA. But as the business grows, you may need an HR assistant to keep things on track. Assistants can take on a wide variety of administrative duties that, if left to the team, tend to limit productivity.
>>MORE: Delegation is key to unlocking business growth, but the art is vastly misunderstood. Find your level.
Get Started With An Athena Assistant
When the time comes to introduce an assistant to your team, hire an assistant from Athena. Our virtual assistants support successful founders, top investors, and world-class leaders — so you’ll be in good company. Whether you need a legal assistant or an EA for your chief operating officer, you’ll find the perfect professional for the job.