HR Admin Assistant

As an Administrative Assistant, your role is crucial in managing the overall administrative management of the Distribution department’s Ambassador program. Here are the key responsibilities and tasks associated with the role of an Administrative Assistant:

Responsibilities:

Recruitment:

Assist in the recruitment process by reaching out to Ambassador candidates through Careers Page and referrals, filtering their qualifications, and conducting preliminary interviews.
Facilitate the onboarding process for new Ambassadors, including sending of job offers, and coordinating and scheduling onboarding calls with the leads.

Onboarding:
In charge of the onboarding process of Ambassadors, ensuring all necessary documentation and information are collected and entered via Airtable.
Preparation and sending of Ambassador and Affiliate Agreements to the new hires via Signwell (Electronic Signature Software).
Sending of welcome emails along with unique affiliate links to track the performance and facilitate payouts to the new hires.
Provide guidance and support to Ambassadors, answering queries related to the onboarding process.

Offboarding:
Coordinate with the Distribution Support team to initiate the offboarding process of Ambassadors who are concluding their engagement with Capital Club.
Ensure all necessary communication such as termination notice and documentation are complete and up-to-date via Airtable.

Cross-Functional Coordination:
Coordinate the timely processing of Ambassador payouts in collaboration with the Finance and Distribution Support team.
Ensure accurate documentation and compliance with payout procedures.
Collaborate with the Finance Department to address payout related concerns or discrepancies.
Collaboration with the Distribution Support team to ensure positive relationships with Ambassadors by providing excellent support and addressing inquiries promptly
Assist in resolving conflicts and address disciplinary matters.

Compliance:
Stay informed on the rules and regulations to ensure compliance.
Assist in the development and implementation of policies and procedures.
Collaborate with legal and compliance teams to address and resolve potential issues.

Records Management:
Maintain accurate and organised records related to onboarding, creator fund submissions, bank account submissions, payouts and offboarding via Airtable.
Maintain and update records including personal information, contracts, and other relevant documentation in the Airtable.
Ensure compliance with data protection regulations and maintain confidentiality of information.

Reporting and Adhoc:
Participate or lead projects related to administrative initiatives and improvements.
Provide support to the Head of Distribution, as and when required.
Generate and create comprehensive reports via airtable, as and when needed.
Analyse data and presents in a clear and concise manner.

Requirements:

Bachelor’s degree in Human Resources, Business Administration, or a related field (or equivalent experience).
Proven experience in HR Administration, Assistance, and Recruitment.
Familiarity with HRIS or other HR databases and systems.
Knowledge of HR processes, policies, and employment laws and regulations.
Strong attention to detail and excellent organizational skills.
Ability to handle confidential information with integrity.
Excellent written and verbal communication skills.
Knowledgeable with Airtable, Discord, Slack, Google Suite, MS Office (Word, Excel, PowerPoint)
Strong problem-solving and decision-making abilities
Ability to work independently and collaboratively in a team environment.
Experience working remotely is a plus

Benefits:

Health Insurance after confirmation
14 Vacation Leaves
14 Sick Leaves
Other paid time off (Maternity, Paternity, Bereavement)
Internet Allowance
11 flexible Holiday observances
FREE Access to Capital Club members area
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