Firmwide Human Resources Assistant

Nashville, Tennessee

Job Description

The Firmwide Human Resources Assistant provides administrative and operational support to the Firmwide Human Resources Department and assists with the day-to-day execution of HR programs, processes, and initiatives across the Firm. Working closely with members of the Firmwide HR team, local HR Advisors, Directors of Administration, and other departments, this position helps ensure HR activities are completed accurately, timely, and consistently.

This is an entry-level HR position that combines administrative support, process coordination, and program assistance. The ideal candidate is highly organized, detail-oriented, service-focused, and able to manage multiple assignments while maintaining confidentiality and accuracy in a fast-paced professional services environment.

KEY RESPONSIBILITIES

• Provide administrative and operational support to the Firmwide HR Department, including document preparation and management, scheduling, communications, travel coordination, expense processing, data entry, and general administrative support.
• Assist with the Firm’s background review process for partners, associates, and business professional staff, including initiating requests, tracking completion, maintaining documentation, and following up on outstanding items.
• Support the preparation and processing of offer letters and related documentation for business professional staff.
• Assist with the administration of Firm anniversary recognition programs, including maintaining recipient lists, ordering gifts, preparing acknowledgments, and coordinating distribution.
• Support the preparation and distribution of quarterly Board certificates of appreciation and related awards.
• Assist with HR surveys, award submissions, and other external reporting initiatives by gathering information, maintaining documentation, tracking deadlines, and coordinating submissions.
• Provide administrative support for employee immigration matters, including coordinating documentation and communications among employees, HR Advisors, and the Firm’s immigration counsel.
• Process and track HR-related invoices, including recruiting placement fees and other vendor expenses, and assist with resolving routine invoice questions.
• Coordinate interview, meeting, and orientation logistics, including scheduling, calendar invitations, materials, and related communications.
• Assist with the administration of Firm-sponsored disaster relief efforts, including coordinating necessary payroll information and matching contribution documentation.
• Prepare and coordinate Firm communications related to condolences and charitable contributions under the direction of Firmwide HR leadership.
• Assist with the distribution, tracking, and posting of required federal and state employment notices.
• Maintain HR files, trackers, records, and other documentation in accordance with established procedures and confidentiality requirements.
• Respond to routine HR inquiries and appropriately route questions requiring additional review or subject-matter expertise.
• Provide administrative and project support for Firmwide HR initiatives and other departmental priorities as assigned.

REQUIRED EDUCATION, KNOWLEDGE & EXPERIENCE

• Associate's or bachelor’s degree in Human Resources, Business Administration, or a related field preferred; equivalent education and relevant experience will be considered.
• One to two years of administrative, Human Resources, or professional services experience preferred. Relevant internship or comparable experience may also be considered.
• Strong organizational and administrative skills with the ability to manage multiple assignments and deadlines.
• High level of attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Professional and service-oriented approach when interacting with employees and colleagues at all levels of the organization.
• Ability to follow established procedures, identify issues, and seek guidance when appropriate.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with Workday or another HRIS platform is preferred but not required.
• Ability to handle sensitive and confidential information with discretion and sound judgment.
• Ability to work collaboratively as part of a team and adapt to changing priorities in a fast-paced professional environment.

PHYSICAL REQUIREMENTS

• Ability to perform standard office administrative duties, including extended periods of computer-based work and occasional lifting or movement of materials weighing up to 15–25 pounds.

The expected salary range for this position is $50,000 - $56,000. Final compensation will be determined based on several factors, including but not limited to, relevant experience, qualifications, skill set, and geographic location.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

If you require an accommodation in order to apply for a position, please contact us at [email protected].