Administrative Assistant - Recruitment and HR… at Foxconn… · San Jose

Summary: Foxconn Industrial Internet - FII is seeking a highly organized and proactive Administrative Assistant to provide HR administrative and recruitment support. This role involves day-to-day HR operations, recruitment administration, and general office assistance in a fast-paced environment. Responsibilities: - Post approved job openings on internal and external job boards - Monitor, update and remove job postings to ensure listings remain current and accurate - Review and screen resumes and applications against job requirements - Coordinate and schedule interviews across departments, time zones and formats (onsite and remote) - Serve as an administrative and HR point of contact for candidates regarding scheduling, screening and logistics, ensuring a professional and positive candidate experience - Maintain accurate, timely and complete records in the applicant tracking system (ATS) - Prepare, track and submit Personnel Action Forms (PAFs); follow up on approvals and ensure timely processing - Track and report recruitment-related metrics, including candidate pipeline status and time-to-fill - Effectively manage multiple recruitment requisitions simultaneously while meeting deadlines - Support onboarding activities, including collecting new hire documentation and coordinating system access, equipment and badges with IT and Security - Create, maintain and update employee personnel files (digital and hard copy), ensuring completeness, accuracy and compliance - File finalized offer letters, onboarding documents and other HR records in accordance with established procedures - Support offboarding activities, including documentation and coordination of company asset returns (e.g. laptops, badges) - Maintain HR templates, records, and reports in a structured, organized and confidential manner - Maintain an up-to-date employee contact list for business continuity and emergency purposes - Assist with coordination of HR meetings, training sessions and employee events - Handle sensitive and confidential information with discretion, accuracy and professionalism - Provide general administrative support to the HR team, including data entry, filing and supply coordination - Collaborate with the HR team and Office Coordinator to support cross-functional initiatives and operational needs - Provide administrative support to management, including report preparation, data entry and document coordination - Assist with meeting and event coordination, including venue or room bookings, catering and logistics - Support company events, offsites, internal celebrations and team meetings as needed - Assist with travel application and expense reimbursement inquiries - Welcome visitors, manage check-in and check-out procedures, and support badge and access control - Support general office administration tasks such as filing, supply coordination and record maintenance - Perform additional administrative duties as assigned to support efficient office and HR operations Required Qualifications: - Associate degree or equivalent in Business Administration or a related field - 1–2 years of experience in HR administration, recruitment support or general administrative roles with an HR focus - Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) - Highly detail-oriented, with a strong commitment to accuracy, quality and consistency - Strong organizational skills, with the ability to maintain clear and orderly records and processes - Proactive and self-directed, able to anticipate needs, take initiative and follow through on tasks - Strong critical thinking and problem-solving skills, with the ability to assess situations and identify effective solutions - Demonstrated ability to manage multiple tasks efficiently in a high-volume, fast-paced environment - Adaptable and flexible, able to adjust quickly and effectively to changing priorities and business needs - Strong written and verbal communication skills, with the ability to work collaboratively across teams - Demonstrated ability to handle sensitive and confidential information with professionalism and discretion Preferred Qualifications: - Additional education or certifications are a plus - Experience with ATS or other HR systems is a plus - Ability to speak an additional language (e.g. Vietnamese) is considered an asset Required Skills: Recruitment administration, Applicant tracking system (ATS), Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Employee records management, Personnel Action Forms (PAFs), Onboarding coordination, Offboarding coordination