HR & Executive Assistant

PRIMARY PURPOSE

The HR & Executive Assistant plays a critical dual role in supporting both executive leadership and the Human Resources team. This position is responsible for ensuring the smooth coordination of day-to-day operations, acting as a key administrative partner to executives while also supporting HR processes that contribute to a positive employee experience. The ideal candidate is highly organized, detail-oriented, and capable of handling sensitive information with discretion, helping to drive operational efficiency and organizational effectiveness across both functions.

ESSENTIAL JOB DUTIES
Primarily accountable for specific functions and results. Ranked by descending order of importance.
Not exhaustive and subject to change as necessary

RANK

ESSENTIAL FUNCTION DESCRIPTION

HR Assistant Duties

Approximately
55%

1. Support recruitment by posting job ads
2. Assist with onboarding and offboarding, including preparing new hire paperwork, orientation coordination, and exit interviews.
3. Maintain accurate employee records, files, and HRIS data entry in compliance with company policies.
4. Help organize employee engagement activities, recognition programs, and internal communications.
5. Coordinate training sessions and track completion of compliance courses and learning programs.
6. Support HR audits and reporting (headcount, turnover, etc.).
7. Prepare letters and documents such as employment verifications, contracts, and policy updates.
8. Collaborate on internal DEI (Diversity, Equity & Inclusion) or wellness initiatives.
9. Help ensure HR policies and procedures are updated and accessible to staff.

Executive Assistant Duties

Approximate ly
40 %

1. Provide high-level administrative support to members of the corporate leadership team.
2. Manage incoming and outgoing mail, deliveries, and courier service
3. Run basic reports and assist with compiling data for leadership use
4. Support executives with ad hoc administrative tasks and general team assistance as needed
5. Ensure confidentiality and professionalism in all matters
6. Assist with calendar coordination

Additional Responsibilities

Approximately
5 %

1. .Additional responsibilities as needed

LICENSES & CERTIFICATES

N/A – No licenses or certifications required.

EDUCATION, COMPETENCIES & EXPERIENCE

1. 2+ years of experience in an administrative or HR support role.
2. Strong organizational and multitasking skills.
3. High level of discretion and confidentiality.
4. Proficient in Microsoft Office and HR software/tools.
5. Excellent verbal and written communication.
6. Bachelor’s degree preferred (HR, Business Administration, or related field).

PHYSICAL DEMANDS

Occasional (0-40%) / Frequent (41-71%) / Constant (72-100%)

Occasional	Frequent	Constant
Computer work which may require repetitive motions and remaining in a stationary position for extended periods of time	☐	☐	☒
Positioning, transporting, and/or installation of equipment or materials with weight load of up to 25lbs	☒	☐	☐
Traverse across different areas of the office/clinic and/or to different office/clinic locations	☐	☒	☐
Observation of details at close range (within a few feet of the observer)	☒	☐	☐

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

ModernMD is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. ModernMD makes hiring decisions based solely on qualifications, merit, and business needs at the time.

EMPLOYEE ACKNOWLEDGEMENT

I have reviewed this job description and understand all my job duties and responsibilities. I am able to perform the essential functions as outlined. I understand that my job may change on a temporary or regular basis according to the needs of my location or department without it being specifically included in the job description. If I have any questions about job duties not specified in this description that I am asked to perform, I should discuss them with my immediate supervisor or a member of the Human Resources staff.

I further understand that future performance evaluations and merit increases to my pay are based on my ability to perform the duties and responsibilities outline in this job description to the satisfaction of my immediate supervisor.