Job Scorecard: Executive Assistant / HR Specialist

Reporting to: Co-CEOs

Location: Frankensolar Americas Inc. Brampton Ontario (In-office Hybrid)

Type: Full-time

1. Purpose of the Role

The Executive Assistant / HR Specialist plays a critical role in supporting executive leadership, ensuring smooth business operations, and strengthening HR functions. This role is responsible for administrative coordination, calendar management, HR process execution, and supporting company culture and compliance.

2. Key Responsibilities & Outcomes

People (HR & Talent Management)

· Assist in recruitment efforts, job postings, candidate screening, and interview coordination.

· Manage employee onboarding and offboarding, ensuring a smooth experience.

· Support employee engagement initiatives, including company events, town halls, and training programs.

· Maintain HR records, employee files, and compliance with HR policies.

· Oversee benefits administration and vacation tracking through HUMI.

· Support performance review cycles and KPI tracking for employees.

Execution (Administrative & Executive Support)

· Manage executive calendars, scheduling internal and external meetings, including vendors and partners.

· Handle travel arrangements, meeting agendas, and preparation of briefing materials.

· Organize and coordinate board meetings, management meetings, including taking detailed meeting minutes and maintaining agenda flow.

· Draft and proofread correspondence, reports, and presentations.

· Assist in implementing HR and corporate governance policies.

· Act as a point of contact for executives, filtering priorities and communications.

Strategy (Process Improvement & Compliance)

· Improve operational efficiency by streamlining administrative and HR processes.

· Support HR compliance efforts related to labor laws and employment regulations.

· Assist in tracking and optimizing HR-related KPIs, including hiring efficiency, retention, and engagement.

Cash (Cost Management & Budgeting)

· Work with the finance team to track HR-related expenses and budget for HR initiatives.

· Assist in payroll processing and benefits cost management.

· Support cost-effective vendor management for HR services, training, and office supplies.

3. Competencies & Success Metrics

Key Competencies:

· Highly self-motivated with a strong ability to work independently and take initiative.

· Strong organizational and multitasking abilities.

· Attention to detail and proactive problem-solving.

· Excellent communication skills (written and verbal).

· Ability to handle confidential information with discretion.

· Strong HR knowledge and administrative skills.

· Proficiency in use of AI, Microsoft Office, and HR software.

4. Ideal Candidate Profile

Experience:

· 3-5 years of experience in executive support, HR coordination, or a similar role.

· Previous experience in a fast-paced business environment or high-growth company.

· Knowledge of HR best practices, labor laws, and employee relations.

Education & Certifications:

· Degree or diploma in Human Resources, Business Administration, or a related field.

· HR certification (CHRP, SHRM, or equivalent) is an asset.

Soft Skills:

· Ability to anticipate needs and proactively solve problems.

· Strong people skills to manage relationships across all levels of the company.

· Highly adaptable, capable of handling changing priorities in a scaling business.

Frankensolar Americas

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Executive Assistant / HR Specialist