POSITION SUMMARY
The Recruiting & HR Administrative Assistant is a critical support role that blends technical coordination, administrative execution, and client-facing professionalism. This team member is responsible for the full lifecycle support of recruiting and hiring activities, including job posting, applicant tracking, candidate coordination, and direct communication with clients via Zoom and email.
In addition to recruiting support, this role provides structured administrative assistance to the HR team by preparing orientation and onboarding documentation, maintaining accurate internal trackers and records, and ensuring strict adherence to SOPs. The ideal candidate must be highly organized, adaptable, professional, and able to manage multiple platforms, clients, and deadlines while maintaining the highest levels of confidentiality and care.
RECRUITING COORDINATION
Post and maintain job openings on job boards and CYB’s internal career page
Screen incoming resumes and conduct basic pre-screen calls using CYB templates
Draft and send client update emails from the careers@ or recruiting@ inboxes
Draft and update job descriptions to ensure clarity, alignment with client branding, and legal compliance
Schedule and confirm interviews between candidates and clients using Zoom/Calendly
Coordinate assessments, background checks, and reference calls per client SOPs
Maintain and update candidate statuses and notes in Zoho Recruit (ATS)
Track open roles, pipeline movement, and metrics in recruiting trackers shared with clients
Follow and enforce recruiting workflows based on each client’s SOPs
Participate in team and client Zoom meetings to review recruiting needs and progress
DOCUMENT & WORKFLOW MANAGEMENT
Organize and upload finalized HR and recruiting documents into Zoho WorkDrive folders
Ensure candidate files, offer letters, background checks, and signed materials are current, complete, and securely stored per client process
Monitor shared inboxes (recruiting@, careers@, HR@) and ensure all recruiting related emails are drafted and responded to properly according to company SOPs
Format job descriptions and templates for consistency, clarity, and compliance
Monitor junk/spam folders as needed to ensure timely responses and task visibility
REQUIRED QUALIFICATIONS
1+ years of proven recruiting experience, particularly with small or growing businesses
Strong time management, multitasking, and organizational skills
Demonstrated ability to manage multiple roles and clients simultaneously with professionalism and poise
Experience drafting and updating job descriptions and offer letters aligned with employment law and HR best practices
Comfortable leading or participating in Zoom meetings with clients and executives
High level of confidentiality, discretion, and professionalism in handling sensitive information
Proficient in:
Applicant Tracking Systems (Zoho Recruit or similar)
HRIS and payroll platforms (Gusto, Paylocity, ADP, BambooHR)
Office 365, Zoom, Calendly, and other cloud-based tools
Strong written and verbal communication skills; excellent attention to detail
Coachable, with an interest in growing in HR and learning from SHRM-certified experts
Must be U.S.-based and authorized to work, per client contractual requirements
PREFERRED QUALIFICATIONS
General understanding of HR functions and terminology
Experience supporting multiple clients and working in small business or HR consulting environments
Proficiency with Zoho tools (Recruit, WorkDrive, CRM, Projects)
Experience using AI or automation tools (e.g., ChatGPT, Gamma)
Familiarity with HR file management systems
Experience coordinating interviews, training sessions, or onboarding
Interest in pursuing SHRM-CP, PHR, or similar HR certification
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