Executive HR Assistant - Elevate Patient Financial Solutions

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.

Job Overview

• Job Types: Part-time, Full-time

• Work Setting: Work from home

• Location: Remote (Global)

• Salary: (USD) $21 an hour

• Employer: Elevate Patient Financial Solutions

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.

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.

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