Human Resources Specialist / Executive Assistant

Job Description
Job Description
Description:
Position Overview:
TRAX USA Corp is a leading aviation software company seeking a highly motivated
Human Resources Specialist / Executive Assistant
. This role supports both Human Resources and Executive Operations by providing executive-level administrative support to the senior leader and HR coordination. The position supports employee onboarding, recruitment activities, contractor processes, employee engagement initiatives, and HR operations, contributing to an efficient workplace and positive employee experience.

The ideal Human Resources Specialist / Executive Assistant is detail-oriented, highly organized, service-focused, and able to exercise discretion and sound judgment. This role requires strong communication skills and the ability to manage multiple priorities in a fast-paced environment while supporting leadership and HR initiatives.

Key Job Responsibilities

Provide administrative and operational support to the senior leader, including calendar management, meeting coordination, travel arrangements
Prepare, organize, and maintain executive materials such as agendas, presentations, reports, and meeting documentation, ensuring timely follow-up and action tracking
Support HR reporting and administration by maintaining accurate employee and contractor records, tracking onboarding and hiring activity, and responding to ad hoc data requests
Coordinate employee onboarding activities by managing logistics, system access, equipment requests, documentation, and orientation scheduling in accordance with established processes
Provide recruitment coordination support by maintaining job postings, managing applicant tracking system updates, scheduling interviews, and communicating logistical details to candidates
Support pre-employment and offer-related administrative tasks as directed and maintain accurate recruitment documentation
Support contractor onboarding and coordination by assisting with documentation, background checks, access requests, tracking engagement timelines, and maintaining contractor records
Assist with contractor offboarding activities to ensure timely updates to systems, access, and documentation
Support employee engagement initiatives by coordinating logistics for company events, and recognition activities, and assisting with related communications
Maintain HR operational documentation, templates, and process guides to ensure consistency and compliance
Support employee offboarding administration, compliance tracking, and audit preparation activities
Identify and support improvements to HR and administrative workflows to increase efficiency and data accuracy
Support the day-to-day operational needs of the HR department
Other duties as assigned
Requirements:
Qualifications / Requirements:
Bachelor’s degree in Human Resources, Business Administration, Social Sciences, or a related field, or equivalent practical experience
Minimum of two (2) years of experience in Human Resources, People Operations, HR administration, or a related support role
Experience providing administrative or operational support to senior leaders or cross-functional teams
Working knowledge of core HR processes, including onboarding, offboarding, recruitment coordination, and employee records management
Basic understanding of federal, state, and local employment laws and HR best practices
Strong organizational, time-management, and prioritization skills with a high level of attention to detail
Demonstrated ability to manage multiple tasks, deadlines, and shifting priorities in a fast-paced environment
High level of professionalism and discretion when handling confidential and sensitive information
Proficiency with Microsoft Office tools (Outlook, Word, Excel, PowerPoint)
Prior experience using an HRIS and/or applicant tracking system; Paylocity experience is a plus
Strong written and verbal communication skills with the ability to interact effectively with employees, managers, and external partners
Service-oriented mindset with a focus on accuracy, responsiveness, and follow-through
Job type
: Full time / Salaried
Job Status
: Non-Exempt
Job Level
: Associate
Job Location
: Fully Onsite - Coral Gables
Job Shift:
First - 8a - 5p / Off-Hours
Remote
: No
TRAX Technology powers the safe operation of tens of thousands of aircraft for hundreds of aircraft operators worldwide.

Our customers include several of the world’s largest airlines as well as most low-cost carriers and large MROs, all of which operate & maintain the safest fleets at a very efficient cost structure in the industry. As a mission-critical system, our technologies are vital to the success of their business. Therefore, TRAX is constantly investing & innovating to ensure our applications remain best-of-breed / best-in-class in the industry to ensure we remain the market leader. We are only as good as our last implementation; everything is on the line with each project.

TRAX USA Corp is an equal opportunity employer committed to diversity in the workplace. We evaluate qualified applicants without regard to race, color, religion, sex, disability, veteran status, and other protected characteristics. We maintain a drug-free and tobacco-free workplace and perform pre-employment background checks.