HR Assistant

THE ROLE

We are looking for a Human Resources Assistant to join our Global Services team. The HR Assistant is responsible for performing a wide range of Human Resource Functions and plays an integral role in supporting global operations, and People & Culture services by handling administrative tasks and ensuring smooth operations within the organization.This includes new hire & onboarding, training/staff development, employee relations, compliance with federal and state employment regulations and administration of human resources plans and procedures. This role is essential in maintaining efficiency, organization, and communication within the workplace. Confidentiality is a paramount requirement of this position.

Location: 100% Remote. Candidates living in the SouthEast Region of the United States and/or Eastern Time Zone are strongly preferred.

This position is PT hourly (up to 20 hours/week)

WHAT YOU’LL DO

• Calendar & Schedule Management: Coordinate and manage the GAIA US & Global calendar, schedule recurring meetings, office closures, ensuring effective time management and timely event notifications.
• Meeting Support: Create agendas for internal and external meetings and send them out in advance. Facilitate bimonthly department hosted meetings. Clean and organize notes and follow up/action items after meetings as needed.
• Communication Liaison: Support communications between GAIA People & Culture and across Regional Offices and support fiscal sponsor relations.
• Communication Preparation: Prepare, edit and proofread correspondence, reports, presentations, emails, anniversary letters, birthday cards and other important documents.
• Special Projects: Assist with various research projects and/special projects (e.g., Intranet, Salesforce, compensation, benefits etc.)
• Recruitment Support: Assist with posting job openings, screening resumes submitted, as requested, scheduling interviews, and preparing interview materials. Verifies I-9 documentation and completes I-9 forms.
• Employee Onboarding: Assist in the onboarding process, including preparing onboarding schedules and making appointments with various departments, and ensuring new hires are entered into our network systems and have the necessary tools and access.
• Employee Records Management: Maintain accurate and up-to-date employee records through our various network systems. Ensure annual performance reviews are completed and uploaded into our HRIS system and cloud storage Box.
• HR Administration: Supports the maintenance of the employee handbook and personnel policies. Assisting with benefits administration and maintenance.
• Employee Relations: Consults with the Sr. Director, Operations, People & Culture to field general employee inquiries and coordinate the design and delivery of employee engagement activities.
• Payroll Assistance: Assist in supporting payroll with documentation required to process any payroll changes, etc.
• Learning Management: Support HR-related training programs (e.g., harassment prevention)

WHO YOU ARE

Specifically, this hire will bring:

• Three (3) years of relevant HR work experience in records management, HRIS, HR policies and procedures, or related HR functions.
• TECHNOLOGY SKILLS: Working knowledge of HRIS, LMS and Applicant Tracking systems, Microsoft and Google platforms.
• Experience with Rippling is required. Salesforce, Lattice and Asana are a plus.
• Confidentiality: Handle sensitive information with extreme discretion and professionalism.
• Acumen in learning and development with the ability to design training and effectively present to both staff and leadership
• Experience with global non-profit organizations and working
• Proactive, growth-oriented and highly organized with a strong attention to detail
• Ability to collaborate across multiple global time zones to support effective communication
• A passion for environmental health and climate, social, and environmental justice.
• A commitment to GAIA’s mission and core values of: respecting local solutions and community power; shared practice for movement building; equity, inclusiveness, and social justice; and accountability

Spanish language skills a plus

We know there is research that shows women and minorities are less likely to apply for jobs if they don’t have all of the key skills for a position. GAIA encourages candidates with some, but not all, of the skills listed in the job description to apply. We would love to see what you have to offer!