HR & Admin Assistant in Portland, Oregon at Smith Teamaker. LLC

If you drink tea, you know Smith produces incredible products. If you live in the Portland area you know Smith has an incredible brand and reputation.

Did you know we’re also growing?

Have you seen that we were recognized as a TopWorkplace by the Oregonian in 2025?

Were you aware that we have a central location right behind our Tea Room on SE Washington with easy access to parking, buses and amazing restaurants like Olympia Provisions, Wayfinder and Produce Row?

That’s a little bit about our company...let’s talk about the role!

HR & Admin Assistant

The HR & Admin Assistant plays a central role in supporting Smith's people, workplace, and leadership priorities through HR administration, recruiting and onboarding coordination, office management, and executive support. This position ensures the organization operates smoothly by maintaining employee systems and records, managing workplace resources and events, and providing administrative support to senior leaders. Through exceptional organization and service, the role helps create a productive, engaging, and well-supported employee experience.

Essential Duties

• Supports recruitment coordination and candidate experience, including posting positions, maintaining job advertisements, scheduling interviews, coordinating candidate travel arrangements, and ensuring timely communication throughout the hiring process.

• Serves as the primary liaison with temporary staffing and recruitment agencies to support production and warehouse hiring needs. Coordinates requisitions, scheduling, candidate placement activities, and ongoing communication to ensure staffing requirements are met.

• Coordinates new hire onboarding logistics to provide a seamless and welcoming first-day experience, including badge creation, building access, IT and system access requests, workstation readiness, company swag distribution, and onboarding communications.

• Manages day-to-day office operations, including ordering and maintaining office, kitchen, tea, and workplace supplies; coordinating with vendors; monitoring inventory levels; and ensuring employees have the resources needed to work effectively.

• Enters, updates, and maintains employee data within the HRIS, ensuring accuracy, confidentiality, data integrity, and timely processing of employee lifecycle changes.

• Provides payroll backup support, assisting with payroll-related data entry, timekeeping review, employee updates, documentation, and administrative tasks to help ensure accurate and timely payroll processing.

• Coordinates employee engagement and culture initiatives, including company celebrations, recognition programs, and special events. Facilitates the STEEP (Events) Committee by organizing meetings, coordinating logistics, managing communications, and supporting successful event execution.

• Leads Town Hall meeting coordination, including presentation management, content collection, meeting logistics, audiovisual setup, technology troubleshooting, and support for presenters to ensure a professional and engaging employee experience.

• Provides administrative support to the CEO and other senior leaders including calendar management, travel coordination, expense reporting, meeting preparation and assisting with special projects.

• Conducts audits of employee records and system data to support data accuracy, compliance, and operational effectiveness.

• Responds to employee questions regarding company policies, procedures, benefits, programs, and HR processes, providing timely, accurate, and customer-focused support.

• Performs other duties and special projects as assigned.

Key Competencies

• Superb organizational skills and impeccable attention to detail with demonstrated success managing multiple priorities in a dynamic, fast-paced environment.

• Strong problem solving skills to identify, resolve and implement solutions to challenges in the company.

• Excellent written and verbal communication skills to communicate effectively with employees at all levels of the organization.

• Ability to adapt to change, and to be an agent of change within the organization.

• Possesses a team player orientation—helps and works effectively with others to achieve organizational goals.

• Intermediate to advanced proficiency in Microsoft Suite; especially Word and Excel.

Required & Desired Experience

• Bachelor’s degree in related field or equivalent experience required

• 2+ years in an administrative role. Exposure or experience in HR a big plus.

• Experience scheduling and arranging interviews, meetings, events.

• Experience in a fast pace, dynamic environment required.

• Bilingual (English/Spanish) strongly preferred

Physical, Driving & Travel Requirements

• This position is full time in the office at 110 SE Washington St with some flexibility around hours, catch-up days, etc.

• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.

• Specific vision abilities required by this job include close vision requirements due to computer work.

• Light to moderate lifting may be required.

Thank you for applying! Please reach out on LinkedIn to our VP, Talent & Culture, Kelsey Miller, if you have any questions.

Smith Teamaker 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.