HR & Executive Assistant

Description

Davidoff of Geneva USA, Inc. is a leading Caribbean manufacturer, US importer, distributor, retailer and marketer of premium cigars and luxury tobacco products. It is a fully owned by an esteemed Swiss family known worldwide as the Oettinger Davidoff Group. Our company is synonymous with quality, craftsmanship, and its commitment to the luxury lifestyle, representing world-renowned brands such as Davidoff, Zino, AVO and Camacho. At Davidoff USA, we embrace our motto, "Time Beautifully Filled," not only for our customers but also for our employees. With a blend of Swiss precision and Caribbean passion, we offer a dynamic and supportive workforce ecosystem that values passion, integrity, and innovation. Our global family creates legacies where your contributions help shape exceptional and memorable experiences.

Under the direction of the Director of HR the HR & Executive Assistant supports both the Human Resources department and the President of the company by managing a range of administrative and operational tasks. Responsibilities include coordinating recruitment and onboarding processes, maintaining employee records, supporting benefits and payroll administration, and promoting employee engagement. Additionally, the role manages the President’s calendar, travel, and meetings, oversees office supplies, and serves as a liaison between staff, executives, and external partners. This position requires a high level of organization, discretion, and the ability to manage sensitive information with professionalism.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties will be assigned.

Human Resources Duties:

Recruitment Support:

• Fill out Personnel Approval Request forms and file them with global HR.
• Post job ads and manage applicants via the tracking system.
• Schedule interviews and communicate with candidates.

Employee onboarding:

• Launch new hire onboarding packets and monitor completion.
• Coordinate onboarding and orientation sessions for new hires.

Employee Records Management:

• Maintain accurate and up-to-date employee files (physical and digital).
• Assist with HR database management and updates.

Benefits Administration:

• Assist with benefits enrollment and employee inquiries.
• Populate monthly invoices for the Director of HR to review. 

Payroll Assistance:

• Organize payroll changes in the payroll folder.
• Assist with the creation of payroll batches for the Director of HR to review.
• Upload payroll reports to the HR and Finance shared folder.

Policy Implementation:

• Understand and explain HR policies and procedures.
• Ensure employee compliance with company policies.

Employee Engagement:

• Assist in planning employee events and wellness programs.
• Support internal communication efforts.

Executive Assistant Duties:

Calendar and Scheduling Management:

• Managing the President's calendar, appointments, and meetings.
• Arrange and confirm travel, lodging, and itineraries. 

Meeting Coordination:

• Assist with the coordination of large company meetings such as our end of year sales meeting.

Office Management:

• Order office supplies and manage vendors.
• Support general administrative functions.

Global Headquarters Liaison:

• Serve as a point of contact between headquarters executives, staff, and external partners.
• Coordinate communication and scheduling with Headquarters executives.

Confidential Support:

• Both primary duties require the handling of sensitive information with discretion.

Requirements

• Bachelor's degree in business management or a minimum of 3 years' related experience and/or training.