US HR Administrative VA (Documentation & Operations)

Job Summary

KDCI Outsourcing is seeking an experienced HR Administrative Assistant to provide high-level administrative and operational support to senior leadership and HR Business Partners within a fast-paced US HR consulting environment. This role is critical to ensuring accurate documentation, clear client communication, and consistent follow-through on HR-related deliverables.

We are looking for a disciplined, detail-driven professional who understands the importance of compliance, confidentiality, and process consistency—particularly in supporting US and California-based HR operations. The ideal candidate is confident, reliable, and committed to long-term professional stability and growth while upholding established service standards.

Key Responsibilities

Client & Meeting Support

• Attend virtual client meetings with HR Business Partners and accurately document discussions.

• Produce clear, accurate, and complete Minutes of the Meeting (MoM) manually, without using AI tools.

• Capture decisions, risks, action items, owners, and deadlines in real time.

• Draft and send professional post-meeting recaps to clients promptly.

• Track open action items and follow-ups using internal project management tools.

Document Preparation & File Management

• Draft HR documents such as handbooks, offer letters, and internal HR materials using approved templates.

• Format documents to meet branding, clarity, and quality standards.

• Maintain version control and follow file-naming conventions.

• Upload, organize, and manage files within internal systems while ensuring confidentiality and data integrity.

Internal Platforms & Administrative Support

• Track time spent on client work using approved time-tracking tools.

• Document meeting notes in shared documentation systems.

• Assign tasks, upload documentation, and manage workflows in internal project management platforms.

• Monitor shared inboxes and draft professional email responses for review.

• Provide general administrative support to internal teams and client-facing HR Business Partners.

• Assist with calendar management, meeting scheduling, and project timeline coordination.

• Perform other duties as assigned.

Branding & Visual Support

• Use Canva to create branded client-facing documents and internal visuals.

• Ensure consistent application of visual, professional, and brand standards across materials.

Confidentiality & Compliance

• Use only approved templates, SOPs, and tools.

• Maintain strict confidentiality of all client and company information.

• Protect intellectual property and adhere to internal compliance and documentation standards.

Job Requirements

• Minimum 2+ years of experience in HR administration, executive support, or a similar administrative role.

• Experience supporting US-based HR operations, preferably with exposure to California HR practices.

• Background working closely with HR professionals or HR consulting teams.

• Proven ability to produce accurate, detailed meeting minutes manually (no AI-assisted note-taking tools).

• Previous call center experience, demonstrating structured communication and active listening skills.

• Strong written and verbal English communication skills.

• High attention to detail with excellent proofreading, documentation accuracy, and follow-through.

• Proven ability to manage multiple priorities independently with minimal supervision.

• Familiarity with HR documentation, templates, and terminology.

Work Ethics & Traits

• Strong listening comprehension with the ability to independently synthesize discussions into accurate, real-time documentation.

• Disciplined work habits and respect for traditional, process-driven workflows.

• Integrity in documentation — captures facts accurately, not interpretations.

• Accountability for outputs without reliance on shortcuts or automation tools.