Position Summary
GuestTek is looking for a highly organized, detail-oriented administrative professional to join our People & Culture team as a Global Employee Success & People Assistant. This role suits someone who likes keeping things running smoothly, manages many moving pieces at once, and takes pride in getting the details right.
You'll work directly with our HR Business Partners to make sure every employee's onboarding, change, and exit process is completed properly and nothing falls through the cracks. You'll be a friendly point of contact for new employees as they get set up. You'll also support the Executive Leadership Team by handling their administrative workflows, including SharePoint and Replicon approvals.
No formal HR experience is required. If you have strong administrative or coordination experience and are comfortable with confidential information, we'll teach you the HR side.
Key Responsibilities
Employee Lifecycle Coordination (with HR Business Partners)
- Work directly with HR Business Partners to make sure onboarding, employee change, and exit processes are completed accurately and on time.
- Track each process from start to finish, confirm every step has been done, and follow up on anything outstanding.
- Coordinate with IT, Facilities, Finance, and other teams to complete setup, changes, and offboarding tasks such as equipment, system access, and building access.
- For departing employees, make sure exit interviews are sent out and completed and all company equipment is returned.
- Draft and send announcements for new hires and organizational changes.
- Help keep the HR SharePoint portal up to date.
New Employee Onboarding & Follow-Up
- Work with local HR Business Partners to coordinate new hire setup, including equipment, system accounts, building access, and welcome packages.
- Schedule orientation sessions, onboarding meetings, and introductions.
- Check in with new employees after they start to confirm they have:
- completed all required onboarding steps,
- been set up with the correct systems and access,
- and reviewed and acknowledged required policies.
- Act as a go-to contact for new employees with questions, and connect them with the right people or resources.
- Track onboarding completion and flag any gaps to the appropriate HR Business Partner.
Executive & Administrative Support
- Take administrative tasks and workflows off the Executive Leadership Team's plate so they can focus on leading the business.
- Manage executive approval workflows in systems such as SharePoint and Replicon, including timesheet approvals:
- Monitor pending approvals and keep requests moving.
- Approve routine items on an executive's behalf where they have delegated that authority.
- Prepare clear, high-level summaries of items that need an executive's decision.
- File and record final approvals once given.
- Keep files, trackers, and shared folders organized.
Employee Experience & Events
- Help plan and coordinate company events, celebrations, and engagement activities.
- Track service anniversaries and support recognition programs.
- Assist with distributing employee surveys and compiling results.
- Answer general employee questions and direct people to the right resources.
Qualifications
- 1–3 years of experience in an administrative, office coordination, executive assistant, or similar organization-focused role.
- Experience supporting multiple people or teams and managing competing priorities.
- Strong working knowledge of Microsoft 365, including Outlook, Excel, Word, Teams, and SharePoint.
- Experience with approval workflows or business systems, such as Replicon or other time-tracking or expense tools, is an asset.
- HR experience is an asset but not required.
Education
- Diploma or certificate in Office Administration, Business Administration, or a related field is an asset. Equivalent work experience will be considered.
Skills & Competencies
- Exceptional organizational skills and attention to detail.
- Strong follow-through. You close the loop and don't let tasks sit unfinished.
- Clear, professional, and approachable communication with employees at all levels, including executives.
- Discretion and sound judgment with confidential information.
- Friendly, service-oriented approach.
- Quick to learn new systems and processes.
- Proactive mindset, including noticing what needs to be done and doing it.
Success in This Role
The successful candidate will:
- Make sure every onboarding, change, and exit process is completed fully and correctly.
- Help new employees feel welcomed, supported, and fully set up from day one.
- Be a reliable partner to HR Business Partners and the Executive Leadership Team.
- Keep approvals and administrative processes moving without delays.
- Look for ways to make processes simpler and more efficient.
