People Operations Specialist

Work Environment

This role is a full-time remote position in a distributed office structure. Light domestic and international travel may be required. Preferred that the candidate is able to work across global time zones and in one of our current operating states (Alabama, California, Colorado, DC, Florida, Illinois, Maryland, New Jersey, New Mexico, New York, Oregon, Virginia, Connecticut, Washington State, Wisconsin)

SecondMuse champions and supports the growth of future economies by designing and leading programs that involve workshops, events, mentorship networks, curriculum, and other efforts to build and grow community ecosystems. At the core of our community-sourced approach is a dedication to creating and fostering cohesive narratives and deep relationships throughout the ecosystem. We have organized innovation programs in over 100 countries and 250 cities, sourcing solutions from every corner of the world. Each program has challenged our teams to develop targeted approaches to find, and then support, visionary leaders with a diverse range of experiences, motivations and cultures. We invite you to help build with us--leverage our proven strategies to build strong communities and influence local, regional and global networks, and add your own contribution to our growing team and portfolio of programs.

The Opportunity

We are looking for a full-time People Operations Specialist to join our Global People and Culture (Peeps) team. The People Operations Specialist is responsible for ensuring all personnel and HR records are accurate and up to date in a variety of systems. This person will also ensure all HR and People Operations queries are answered promptly. They provide onboarding support for all new hires and work alongside other business operations team members, including Recruitment, Legal, Finance, Operations and IT.

The ideal candidate has experience in HR and administrative functions in both physical and virtual office settings, and thrives on creating and implementing new processes. The job will require some travel to engage with our office locations. This position will report directly to our Global Head of People Operations.

Essential Functions

General

• Carry out employment authorization checks and employee handbook administration among other administrative processes
• Coordinate signatures for final conclusion of employee contracts
• Initiate communications company-wide for People Ops policies,announcements & company calendars
• ManageHR platforms - Justworks, Checkr, Leapsome, Lifeworks (APAC)
• Support with internal salary negotiations and promotion conversations as needed
• Administration of health benefits (and health benefits selection) during renewal period
• Planning and coordination of wellness initiatives (i.e. virtual yoga classes, fitness challenges, social lunches)

Recruiting & Hiring

• Support recruiting & hiring initiatives as needed like cultivating talent pipelines, building talent brand, or auditing our applicant tracking system (Workable)
• Coordinate internal calendars for all interviews
• Manage internal job postings via Slack, company website, and company newsletter
• Administer all employment contracts
• Administer background checks for new employees prior to their first day of employment

Onboarding & Offboarding

• Create and manage onboarding and offboarding checklists for all new hires and ensure that all relevant parties are aware of their responsibilities and deadlines
• Inspection of I-9 paperwork and submission (USA)

Administrative

• Storage and upkeep of employee documentation in Justworks (PEO System)

• Support internal functions teams on tasks at the intersection of finance and operations platforms
• Prepare employment confirmation letters and support documentation as requested

Requirements

• 3+ years of experience in HR and administrative functions in both physical and virtual office settings; international or global HR experience a plus
• Experience learning, managing, and expanding systems like HRIS, PEO, applicant tracking system, etc.
• Familiarity with general HR compliance and standards, knowing when to engage Legal in a conversation
• Work well in a participatory, team-based environment with appreciation for teamwork and the consistent rhythm of feedback that’s required to do exceptional work Ability to work independently to complete tasks, take initiative by identifying challenges and proposing solutions
• Ability to work independently to complete tasks, take initiative by identifying challenges and proposing solutions
• Comfortable collaborating with many stakeholders across different teams, locations, and cultures. Willingness to seek and consider multiple perspectives and possible solutions
• Bias for action - You have an urgency to impact change but not without compromising quality
• Empathy - You always seek to understand someone's struggle
• Team focus - You recognize that team members’ experience is of prime importance

Benefits

• Annual salary starting at $62,400
• Medical, dental and vision insurance with employer contribution
• 401(k) with employer 3% guaranteed contribution
• Employer monthly mobile phone contribution
• Flexible work options
• Generous paid time off program, including paid holidays
• Generous paid parental leave programs for all new parents
• Short-term disability insurance
• Employee Assistance Program
• Paid time to participate in volunteer activities that enhance and serve our communities

SecondMuse provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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