HR Admin Assistant (US Client)

Position Type: Full TimeLocation: Philippines (Remote)Schedule: Monday- Friday, 9am-5pm Pacific Standard TimeAbout the CompanyOur client is a mission-driven Human Capital Management consulting firm that blends technology with exceptional human service. They serve as trusted partners to growing organizations, providing high-touch HR consulting, compliance guidance, and workforce performance management. Rooted in the principles of trustworthiness, excellence, knowledge, and stewardship, their culture emphasizes continuous learning, open communication, and care for others.About the RoleThe Administrative Assistant – HCM Support provides essential administrative, communication, technical and scheduling support to the Customer Relationship Manager (CRM) and Human Capital Management (HCM) team. This role is responsible for managing recurring administrative tasks, preparing and sending client communications using approved templates, supporting appointment scheduling, and upholding the highest standards of service professionalism and confidentiality. By relieving the CRM of lower-level, repetitive duties, this role ensures seamless service delivery, streamlined workflow, and sustained client satisfaction.Key OutcomesCommunication Excellence: Execute accurate, timely, and professional communication with clients and internal stakeholders using templated and custom-written correspondence that reflects the company brand voice and values.Operational Support Efficiency: Deliver consistent, high-quality administrative support that enables CRM and HCM leaders to focus on strategic consulting and service execution.Confidentiality & Trust: Protect all sensitive data with discretion and integrity while adhering to strict confidentiality standards across client and internal matters.Schedule Management: Maintain calendars, schedule client appointments, and coordinate meeting logistics to ensure CRM availability and timeliness.Process Continuity & Accuracy: Maintain up-to-date templates, documents, and task tracking systems in alignment with CRM protocols and company’s continuous improvement philosophy.ResponsibilitiesClient Communication & Document Handling:Prepare and send templated emails and follow-up communications on behalf of the CRM.Draft client-facing messages as directed, applying professionalism and client-centric tone at all times.Maintain client correspondence logs and organize communications for efficient retrieval.Support the creation and distribution of assessment summaries, intake forms, and service confirmations.Calendar & Appointment Management:Coordinate scheduling of client discovery calls, onboarding sessions, and check-ins.Confirm and prepare agendas for meetings, ensuring readiness of CRM and clients.Monitor scheduling conflicts and adjust proactively to ensure alignment with priorities.Administrative Workflow & Template Oversight:Manage digital files, forms, and templates in SharePoint and Microsoft 365.Track pending client tasks and support CRM follow-up by ensuring timely document delivery and status updates.Assist with formatting reports and other client deliverables using organizational guides.Data Integrity & Confidential Documentation:Support CRM in processing sensitive client information with confidentiality and accuracy.Maintain secure records for client HR data, project documentation, and compliance documents.Support the creation of Performance Management Question Sets and limited Employee Handbook policy documentation as needed. Uphold discretion and legal standards in all interactions involving protected HR information.Cross-Team Coordination & Project Support:Liaise with internal departments (President, Customer Service, Marketing, Tech Support) to facilitate smooth service delivery.Provide administrative support for internal meetings and logistics as requested.Participate in onboarding support for new CRM clients, including document prep and introductory communications.Competencies and QualificationsMust-HaveExperience: 2–4 years in a similar HR administrative role within a consulting firm or HR outsourcing environment.Administrative Precision: Strong command of organizational systems, document formatting, and workflow coordination across digital platforms.Professional Communication: Capable of crafting clear, grammatically correct, and client-appropriate emails and updates.Attention to Detail: Demonstrates accuracy in handling dates, data, and communications, avoiding errors that may impact service quality.Technology Fluency: Proficient in Microsoft 365 (Outlook, Excel, Word, PowerPoint, SharePoint); learns new platforms such as Rippling, HRIS and Mineral with ease.Service Orientation: Responds with urgency, clarity, and positivity to both client and internal requests.Time & Task Management: Juggles multiple priorities with calm efficiency, adjusting timelines and deliverables to support broader team goals.Confidentiality & Discretion: Protects sensitive HR, client, and company data with diligence and trustworthiness.Required Character TraitsIntegrity and HonestyHumilityCheerfulness and Uplifting AttitudeCompassion and Service-MindedSelf-Motivated and Hard-WorkingResults-OrientedAccountabilityProtectivenessGolden Rule: You consistently treat others the way you want others to treat you and consistent with the core values of the company supported by all the character traits described herein.DependableWhat We Offer100% Remote Work13th Month PayHealthcare (HMO)Complete Benefits Package - SSS, Philhealth, & Pag-ibigPaid Service Incentive Lead (SIL)Paid Philippines HolidaysFree Learning and Development ProgramsApplication ProcessWe understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, but this may vary depending on the role. Throughout each stage, we’ll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.#LI-RM1