Make a real difference in patients’ lives—join Elevate Patient Financial Solutions as an Executive HR Assistant to support our Human Resources team.
Job Summary
The Executive HR Assistant provides high-level administrative support to the AVP/VP of Human Resources and the broader HR leadership team at Elevate PFS. This role serves as a trusted point of coordination for confidential HR daily operations, including the routing and execution of documents, communications, and reports that support day-to-day HR activity, mergers and acquisitions (M&A) integration efforts, and coordination with the Legal department.
This role routinely handles sensitive and confidential information, including employee records, separation paperwork, legal correspondence, and M&A integration communications. Sound judgment, discretion, and consistent ability to maintain strict confidentiality are essential to success in this position. All duties listed below are performed with a high degree of confidentiality and in close coordination with HR leadership and, where applicable, the Legal department.
Essential Duties and Responsibilities
- Pull and distribute monthly turnover reports from HRIS each month, partnering with internal stakeholders to produce Power BI dashboards and additional HR reports on a scheduled and ad hoc basis.
- Generate the monthly report from HRIS and coordinate delivery with the external vendor for employees who have completed 30 days of employment.
- Assist HR leadership and other stakeholders with the preparation, routing, tracking, and completion of documents through the organization’s electronic signature platform.
- Provide document support to the AVP/VP of HR and other HR leaders, including drafting, formatting, generating, and producing routine documents and correspondence on request.
- Coordinate the distribution of legal demand letters drafted by the Legal department, ensuring accurate, timely, and trackable dispatch through the appropriate delivery channels.
- Assist with drafting and distributing email communications to employees of newly acquired companies in support of mergers and acquisitions (M&A) integration activities, and maintaining M&A process documentation.
- Respond to requests from HR leadership and the Legal department for employee files and folders, including locating, retrieving, and securely transmitting employee records and other confidential documents.
- Process birth and sympathy floral orders for employees, including sourcing arrangements, applying cost controls, and submitting related expenses through expense tracking system.
- Prepare and send equipment return demand letters to former employees, coordinating shipping labels and pickups to ensure timely return of company property.
- Coordinate the distribution of paperwork drafted by the Legal department, including minor template adjustments as directed and routing, tracking, and follow-up through electronic signature in accordance with the internal process.
- Partner with HR Centers of Excellence (COEs) to gather SOC audit evidence and upload supporting documentation to the compliance system as requested.
- Maintain organized records and audit trails of documents, communications, and tasks handled by the position, in accordance with HR and Legal recordkeeping requirements.
- Perform other duties as assigned by HR leadership.
Qualifications and Requirements
- High school diploma or equivalent required.
- Associate’s or Bachelor’s degree in Business Administration, Human Resources, or a related field preferred.
- Two (2) or more years of professional administrative experience required, with demonstrated exposure to confidential or sensitive information.
- Prior experience supporting HR, Legal, or executive functions strongly preferred.
- Experience in a multi-state or healthcare-adjacent organization preferred.
- Demonstrated ability to handle confidential and sensitive information with consistent discretion, sound judgment, and professionalism.
- Strong written and verbal communication skills, including the ability to draft clear, accurate, and professional correspondence on behalf of HR leadership.
- Strong organizational skills with the ability to manage multiple competing priorities while maintaining accuracy and meeting deadlines.
- High level of attention to detail in document handling, recordkeeping, and follow-through.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).
- Comfort working with electronic signature platforms and digital document workflows.
- Professional demeanor and the ability to interact appropriately with employees and leaders at all levels of the organization, as well as external parties.
- Comfort supporting compliance and audit activities, including partnering with HR Centers of Excellence to gather and upload SOC audit evidence as requested.
- Experience coordinating with external vendors (e.g., floral, fulfillment, shipping providers) for the timely and accurate delivery of HR-related goods and services.
- Ability to work independently and exercise sound judgment in determining when matters require escalation to HR leadership.
- Experience supporting HR, Legal, or executive functions in regulated industries.
- Familiarity with HR and operational platforms used at ElevatePFS, including Paychex (HRIS and reporting), Workday HCM, OneSpan Sign (electronic signature), Laserfiche (document management), Concur (expense management), SharePoint, and Power BI.
- Exposure to mergers and acquisitions (M&A) integration activities, particularly employee communications and onboarding of acquired workforces.
Benefits
ElevatePFS believes in making a positive impact not only within our industry but also with our employees –the organization’s greatest asset! We take pride in offering comprehensive benefits in a vast array of plans that contribute to the present and future well-being of our employees and their families.
- Medical, Dental & Vision Insurance
- 401K (100% match for the first 3% & 50% match for the next 2%)
- 15 days of PTO
- 7 paid Holidays
- 2 Floating holidays
- 1 Elevate Day (floating holiday)
- Pet Insurance
- Employee referral bonus program
- Teamwork: We believe in teamwork and having fun together
- Career Growth: Gain great experience to promote to higher roles
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, location, specialty and training. This pay scale is not a promise of a particular wage.
The job description does not constitute an employment agreement between the employer and Employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Elevate, PFS is an Equal Opportunity Employer
