HR Admin Assistant

Job Summary:

We’re keeping a seat open for a warm, confident HR Admin and Appointment Setter with strong admin skills who will help us reach small and growing businesses and nonprofits in need of HR support. You’ll research prospects, make friendly outreach calls, qualify leads, and book discovery calls, all while keeping our CRM, calendar, and prospect lists well organized. The best match will be someone comfortable on the phone who follows through on details and is keen to learn more about HR while growing with us.

Key Responsibilities:

• Research small and growing businesses and nonprofits that fit our ideal client profile and locate the right decision-makers

• Place warm, professional introductory and follow-up calls using an approved conversational script

• Listen carefully, ask thoughtful questions, and read context clues to qualify leads

• Set up and confirm discovery calls, and look after Google Calendar availability, reminders, rescheduling, and conflicts

• Capture detailed call notes, lead status, and next steps in Salesforce

• Keep prospect lists tidy in Google Sheets or Excel, clear out duplicates, and track all outreach

• Assist with Gmail inbox coordination and HoneyBook inquiry and appointment workflows

• Use AI tools such as ChatGPT and Claude for approved drafting and research, always reviewing the output and safeguarding confidential information

• Put together clear weekly reports and attend a weekly video check-in to share progress

• Take on extra support as the role develops, including client onboarding follow-ups, newsletter scheduling, referral-partner follow-up, and basic QuickBooks record organization

Mandatory Skills:

• Clear, confident spoken and written English

• A friendly, professional phone presence and strong active listening skills

• Ability to follow a script naturally while adjusting to each conversation

• Sound judgment, including knowing when to escalate questions rather than give HR, legal, tax, or accounting advice

• Comfortable with Gmail, Google Calendar, and Google Sheets or Excel, or able to learn them fast

• A strong respect for confidentiality and data privacy

• Professional video meeting etiquette

• A quiet calling space, reliable internet connection, and a quality headset

• Trustworthy, exact, and self-reliant

• Strong communication skills and quick to apply feedback

Preferred Skills:

• Experience in appointment setting, lead qualification, cold calling, or customer service

• Hands-on experience with Salesforce or another CRM

• Familiarity with HoneyBook or QuickBooks

• HR background or familiarity with HR terminology

• Experience using ChatGPT, Claude, or other AI tools for drafting and research

• Background in professional services, calendar coordination, or LinkedIn and social media research

• Good at moving several tasks and priorities forward together

Why Join Us:

You’ll be joining a growing HR consulting practice at an exciting point, where your work shapes how we reach and serve new clients. We offer a supportive, flexible environment with clear guidance and plenty of room to develop your skills in HR and client relations. As the business grows, your role can grow alongside it.