Share
If you’ve Googled “HR Assistant job description,” you’ve probably seen dozens of articles that all look the same: a few bullet points, some recycled wording, and a checklist of responsibilities that could have been copied from anywhere.
The problem?
Most of those articles don’t actually help you attract a great HR Assistant — they just hand you generic filler content.
The truth is, a job post isn’t just a list of duties. It’s your pitch. It’s the first impression you give to potential candidates — and if it feels like a formality, you’re going to attract people who treat it like one.
That’s why I recommend reading our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/ before you publish anything. In it, we break down why generic posts fail to convert quality applicants and how to structure one that sparks interest from the right people.
In this article, we’re going to take those same principles and apply them specifically to the HR Assistant role. You’ll get:
- A plain-English definition of what the role actually is (beyond the buzzwords).
- Two high-performing job description templates — one for experienced hires, one for entry-level candidates.
- A breakdown of why these posts work, and how to avoid common mistakes.
- Extra tips, an AI-prompt guide, and a quick copy-paste version you can tailor to your company.
By the end, you’ll have a job description that not only ticks the compliance boxes — but also attracts capable, motivated candidates who actually want to work with you.
Smart Hiring Starts Here
WorkScreen simplifies the hiring process, helping you quickly identify top talent while eliminating low-quality applications. By saving you countless hours and reducing the risk of bad hires, it empowers you to build a team that delivers results
What An HR Assistant Actually Does - Their Roles
An HR Assistant is the backbone of your HR department. They handle the day-to-day admin work that keeps everything running smoothly — from maintaining employee records to coordinating interviews and helping with onboarding.
But the role is more than just paperwork. A great HR Assistant is often the first point of contact for employees, job candidates, and sometimes even clients. That means they help shape how people experience your company from the very first interaction.
In plain English:
They’re the person who makes sure HR operations stay organized, compliant, and people-focused. They support the HR Manager, keep communication flowing, and ensure nothing important slips through the cracks.
And here’s the thing — success in this role isn’t just about knowing HR processes. It’s about attention to detail, confidentiality, emotional intelligence, and a genuine interest in helping people. Those qualities can’t always be taught, which is why it’s important to highlight them clearly in your job description.
Two Great HR Assistant Job Description Templates
We’ll provide two tailored job description options:
1.✅ Option 1: For employers looking to hire an experienced candidates with prior experience.
2.Option 2: For employers open to hiring entry-level candidates or those willing to train someone with potential.
Version 1: Job Description For Experienced HR Assistants
📌 Job Title: HR Assistant at Nimbus Labs — Help Us Build a People-First SaaS Company
💼 Type: Full-Time | Austin, TX (Hybrid: 3 days onsite) | $52,000–$62,000 base + bonus
🕒 Schedule: Monday–Friday, 9am–5:30pm
🎥 A quick word from our People Ops Director (2-min overview of the team & role): [Insert Loom/YouTube link]
Who We Are — Nimbus Labs
Nimbus Labs builds workflow automation software used by 1,200+ mid-market companies to simplify internal approvals, onboarding, and compliance. We’re a 120-person, product-led team backed by SignalFire and Craft. Our HR team supports a distributed workforce across 18 states and plays a big role in how we scale—thoughtfully, transparently, and with care for the humans behind the work.
Our Company Culture
We’re guided by four values: Trust the Data, Default to Kindness, Raise the Bar, and Own the Outcome. That looks like clear goals, candid feedback, helpful peers, and leaders who coach—not micromanage. In People Ops, we treat confidentiality and empathy as non-negotiables and obsess over creating a smooth employee experience.
What You’ll Do
- Keep HRIS (Rippling) spotless: employee records, status changes, PTO, org charts.
- Coordinate hiring steps with recruiters & managers: interview scheduling, assessments, references.
- Own onboarding logistics: equipment requests, access, day-1 agendas, benefits enrollment.
- Draft HR docs (offers, addendums, letters) and maintain our policy wiki.
- Be a first-line point of contact for benefits, payroll timing, and policy FAQs.
- Support audits and ensure compliance with state and federal regulations.
What We’re Looking For
- 2+ years in HR/People Ops or administrative roles in a fast-paced environment.
- Experience with HRIS/ATS (Rippling/Greenhouse preferred) and Google Workspace.
- Impeccable organization, strong written communication, and high discretion.
- Friendly, steady under pressure, and proactive about closing loops.
Perks & Benefits
- Medical, dental, vision (80% employer-paid) + HSA option
- 401(k) with 4% match after 90 days
- 18 PTO days + 12 company holidays + 5 paid wellness days
- Home office stipend ($600) + learning budget ($1,200/yr)
- Commuter benefits + hybrid lunch credits on onsite days
Why This Role Is a Great Fit
- You’ll become the glue of a high-trust People Ops team that actually ships improvements.
- Your work directly impacts every new hire’s first impression and daily experience.
- You’ll gain real growth exposure (projects in onboarding redesign, DEI dashboards, and policy revamps) with mentorship from our Senior HRBP.
Our Hiring Process
We review every application and respond within 7 business days. Shortlisted candidates complete a WorkScreen skills evaluation, then meet People Ops (30 min) and the HRBP (45 min). Final round is a paid working session (1–2 hours, remote). We communicate clearly at every step.
📥 How to Apply
Apply via WorkScreen: [Insert WorkScreen Link] — a fair, skills-first evaluation that helps us connect quickly with the right people.
Version 2: Job Description For Entry-Level / Willing-to-Train
📌 Job Title: HR Assistant (Training Provided) at Harbor & Finch Retail Group
💼 Type: Full-Time | Columbus, OH (Onsite) | $19–$23/hr + quarterly performance bonus
🕒 Schedule: Monday–Friday, 8:30am–5pm
🎥 Meet your future manager (1-min welcome + what success looks like): [Insert Loom/YouTube link]
Who We Are — Harbor & Finch
Harbor & Finch is a family-owned retail group with 62 home & lifestyle stores across the Midwest. We’re known for warm service, beautifully curated products, and promoting from within—over 40% of our store managers started on our shop floors. Our HR team supports hiring, onboarding, and engagement for 1,100 employees across stores and HQ.
Our Company Culture
We believe in hospitality, humility, and hustle. That means treating teammates and customers with warmth, pitching in without being asked, and taking pride in the small details that make a big difference. New hires are paired with mentors, and wins are celebrated weekly—by name.
What You’ll Do
- Post jobs, review applications, and schedule interviews for store and HQ roles.
- Help with new-hire paperwork, I-9s, and benefits onboarding.
- Keep employee records organized in BambooHR and file docs accurately.
- Answer basic HR questions and escalate more complex issues to the HR Generalist.
- Support engagement activities: birthdays, service awards, seasonal events.
What We’re Looking For
- No HR experience required — we’ll train you.
- You’re organized, friendly, and reliable with strong attention to detail.
- Clear communicator (email + phone) and comfortable learning new tools.
- You handle sensitive information with care and follow through on tasks.
Perks & Benefits
- Health, dental, vision + life insurance after 60 days
- 30% employee discount across all stores
- 15 days PTO + 7 paid holidays (PTO increases with tenure)
- Free parking + daily staff coffee & snacks at HQ
- Tuition assistance for HR certifications (PHR/SHRM-CP)
Why This Role Is a Great Fit
- Perfect first HR role with hands-on mentorship and a clear growth path to HR Coordinator.
- You’ll see the impact of your work daily—helping real people start jobs they love.
- Stable company with family values, genuine recognition, and room to grow.
Our Hiring Process
We review every application and reply within 5–10 business days. Selected candidates complete a WorkScreen evaluation (simple HR scenarios + writing sample), then a 30-min video interview. Final step is an onsite meet-and-greet and brief task demo. Everyone gets a response.
📥 How to Apply
Start here: [Insert WorkScreen Link] — we use WorkScreen to ensure fair, skills-first hiring (no résumé black hole).
Don’t let bad hires slow you down.
WorkScreen helps you identify the right people—fast, easy, and stress-free.
Breakdown of Why These HR Assistant Job Descriptions Work
Both versions follow a structure designed to connect with real people and convert quality applicants — not just fill space. Here’s why they stand out:
1. The Job Titles Are Clear, Specific, and Purpose-Driven
Instead of a vague “HR Assistant” label, each title specifies the company name and adds a hook:
- “Help Us Build a People-First SaaS Company” (Nimbus Labs)
- “Training Provided” (Harbor & Finch) to attract career starters.
That instantly filters for the right audience and signals what’s special about the role.
2. They Open With a Human Touch (Video + Warm Intro)
Both start with a short welcome video from a leader. This creates trust and gives applicants a face and voice behind the company.
The “Who We Are” sections tell a real story with concrete facts: number of stores, funding, company size — no generic “we’re a leading provider” fluff.
3. Company Culture Is Spelled Out Clearly
Instead of vague “we value teamwork,” the culture sections show what that means in daily behavior:
- Nimbus Labs talks about “confidentiality and empathy” in People Ops.
- Harbor & Finch mentions “mentors,” “weekly recognition,” and “hospitality, humility, hustle.”
This helps candidates self-assess whether they’d fit in.
4. Responsibilities Show Impact, Not Just Tasks
Rather than dumping a to-do list, each responsibility is written to connect to a bigger purpose:
- “Be a first-line point of contact for benefits” instead of “Answer employee questions.”
- “Help real people start jobs they love” instead of “Assist with onboarding.”
5. Perks & Benefits Are Transparent and Attractive
Salary ranges are front and center, along with detailed perks like PTO days, wellness budgets, or tuition assistance. This builds trust and reduces guesswork for applicants.
6. ‘Why This Role Is a Great Fit’ Acts as a Sales Pitch
This section turns the post from an information sheet into an invitation.
It speaks directly to the applicant’s potential career path, impact, and growth opportunities — not just “duties.”
7. The Hiring Process Is Respectful and Clear
No “only shortlisted candidates will be contacted” here. Instead, both outline timelines, steps, and the use of WorkScreen for skills-first evaluation. This sets the tone for a fair, transparent candidate experience.
8. WorkScreen Integration Shows You Value Merit Over Buzzwords
Including WorkScreen signals to serious applicants that they’ll be evaluated on real ability, not just résumé keywords. It also reassures them they won’t be ghosted without reason.
Example of a Bad HR Assistant Job Description (And Why It Fails)
📌 Job Title: HR Assistant
💼 Type: Full-Time | Location: Chicago, IL
🕒 Schedule: Monday–Friday, 9am–5pm
Job Summary
We are seeking an HR Assistant to provide administrative support to the HR department. The HR Assistant will help maintain employee records, assist with recruitment, and handle basic HR tasks.
Key Responsibilities
- Maintain employee files.
- Post job ads.
- Schedule interviews.
- Process HR documents.
Requirements
- High school diploma or equivalent.
- Proficiency in Microsoft Office.
- Good organizational skills.
- Ability to maintain confidentiality.
How to Apply
Send your résumé to hr@company.com. Only shortlisted candidates will be contacted.
Why This Job Post Falls Short
- Generic Job Title
“HR Assistant” with no company name or context doesn’t stand out in a job board feed. - Cold, Vague Introduction
“We are seeking…” tells you nothing about the company, its mission, or why someone would want the job. - No Company Culture or Values
Candidates can’t tell what kind of workplace they’d be joining. - Responsibilities Are Too Broad
Tasks like “Maintain employee files” are accurate but lifeless — they don’t connect to the bigger purpose of the role. - Missing Salary & Benefits
No pay range or perks signals a lack of transparency and can drive away top talent. - Dismissive Hiring Process
“Only shortlisted candidates will be contacted” makes the process feel impersonal and one-sided. - Zero Personality in the CTA
The call to action (“Send your résumé…”) is bare minimum and doesn’t inspire action.
Bonus Tips to Make Your HR Assistant Job Description Stand Out
Even if your job description already covers the basics, adding these small touches can make a big difference in attracting the right candidates.
1. Add an IMPORTANT NOTICE for Applicant Safety
Show candidates you take their security seriously. This builds trust and sets you apart from scammy listings.
Example:
IMPORTANT NOTICE: We value the privacy and safety of all applicants. We will never ask for payment, bank account details, or personal financial information during any stage of the hiring process.
2. Mention Leave Days or Flexible Time Off
Time off is a top priority for most candidates. Mentioning it early can boost your response rate.
Example:
Enjoy 18 PTO days, 12 company holidays, and 5 paid wellness days each year — so you can recharge and come back ready to do your best work.
3. Highlight Training & Growth Opportunities
If you invest in your people, make it known. This is especially appealing to entry-level applicants or those looking to advance.
Example:
We invest in your growth. You’ll have access to $1,200/year for professional development, HR certification tuition assistance, and mentorship from senior HR professionals.
4. Add a Loom or YouTube Video From the Hiring Manager
A short video humanizes your company and makes your posting stand out. It doesn’t need to be polished — authenticity wins.
Example:
🎥 “Here’s what it’s like to work in our HR team and what success looks like in this role” — [Insert Video Link]
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
5. Spell Out the Hiring Process
Candidates hate the black hole. Outline exactly what happens after they apply, including timelines.
Example:
We review all applications within 7 business days. Shortlisted candidates complete a WorkScreen evaluation, then meet the HR team for a virtual interview. You’ll hear from us at every step.
AI Caution — How to Use AI for Job Posts Without Losing Quality
These days, it feels like every ATS and hiring tool is rolling out a “1-click AI-generated job post” feature. It’s fast — but here’s the problem: when you give AI nothing but a job title, you usually get generic, lifeless content that could belong to any company.
And generic posts don’t just look bad — they actively attract the wrong candidates:
- People skimming for any job, not those aligned with your mission.
- Applicants who copy-paste the same résumé and cover letter everywhere.
- Low-effort or even AI-written applications that sound polished but lack substance.
Remember: your job post is often the first impression a candidate gets of your company. If it reads like a template, that’s exactly how they’ll see you.
The Wrong Way to Use AI
“Write me a job post for an HR Assistant.”
What you’ll get: vague tasks, bland buzzwords, zero culture, and no reason for a great candidate to apply to your company over the next listing.
The Right Way to Use AI
Come prepared with the raw ingredients that make your company and role unique.
Example prompt:
“Help me write a job post for Nimbus Labs, a SaaS company based in Austin, TX. We’re hiring a full-time HR Assistant to support our People Ops team with onboarding, benefits administration, and maintaining our HRIS. Our culture is built on trust, kindness, and raising the bar. We want to attract candidates who are detail-oriented, approachable, and great communicators. We offer $52,000–$62,000/year, 18 PTO days, 12 company holidays, a $600 home office stipend, and $1,200/year learning budget. Our hiring process includes a WorkScreen skills evaluation, two interviews, and a paid working session. Here are some notes I’ve written on the role: [paste your bullet points here]. Make it engaging and conversational.”
This way, AI can help polish and structure your message — but the voice, details, and values come from you.
Hiring doesn’t have to be hard.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Copy-Paste Job Description Templates for Quick Use
We get it — sometimes you just need something fast.
Maybe you’ve already gone through this guide and understand what a strong job post looks like. But you also want a solid starting point you can copy, paste, and tailor to your company in just a few minutes.
That’s what this section is for.
✏️ Important Reminder:
Don’t copy this word-for-word and expect magic.
This is a foundation, not a final draft.
Add a Loom video, inject your team culture, and edit the details to reflect your actual company.
In this section, you’ll find two ready-to-use job description templates for quick copy-paste use — but please remember, like we mentioned above, don’t just copy them word-for-word and expect results.
Think of these as starting points, not final drafts.
- Option 1: A more conversational, culture-first job description that highlights personality and team fit.
- Option 2: A more structured format, including a Job Brief, Responsibilities, and Requirements for a traditional approach.
Option 1: Culture-First HR Assistant Job Description
📌 Job Title: HR Assistant at [Company Name] — Building a Workplace People Love
💼 Type: Full-Time | [Location] | $[Salary Range]
🕒 Schedule: [Days + Hours]
🎥 Meet your future team: [Insert Loom/YouTube link]
Who We Are
[Company Name] is [brief but specific description: e.g., a 200-person healthcare technology company serving clinics across the U.S.]. Our mission is to [mission statement]. We believe HR is about more than policies and paperwork — it’s about creating a workplace where people can do their best work and feel valued every day.
Our Company Culture
We value [core values] and live them daily by [specific example]. That means [how the team behaves in line with those values].
What You’ll Do
- Maintain accurate employee records in our HRIS.
- Coordinate interview scheduling and onboarding logistics.
- Draft HR documents, letters, and reports.
- Be a trusted point of contact for employee questions.
What We’re Looking For
- [Years] HR or administrative experience.
- Strong organizational and communication skills.
- High level of discretion with confidential information.
- Comfortable using HR software and productivity tools.
Perks & Benefits
- [Health/dental/vision details]
- [PTO days + holidays]
- [Learning budget / training stipend]
- [Other perks: e.g., commuter benefits, wellness programs]
Why This Role Is a Great Fit
- You’ll play a direct role in shaping the employee experience.
- You’ll join a team that values your ideas and input.
- Opportunities for growth into HR Coordinator or HR Generalist roles.
Our Hiring Process
We review every application within [X] days. Selected candidates complete a WorkScreen evaluation, followed by interviews. Everyone gets a response.
📥 How to Apply
Apply here: [WorkScreen Link]
Option 2: Structured “Job Brief + Responsibilities + Requirements” Format
📌 Job Title: HR Assistant
💼 Location: [Location or Remote]
💲 Salary: $[Range]
🕒 Schedule: [Days + Hours]
Job Brief
We’re looking for an HR Assistant to join our People Operations team. You’ll handle HR administration, coordinate hiring activities, and support employee engagement initiatives. This role is perfect for someone who is detail-oriented, approachable, and eager to make a positive impact.
Responsibilities
- Maintain and update employee records.
- Assist with recruitment: posting jobs, scheduling interviews, coordinating assessments.
- Support onboarding: prepare materials, guide new hires, handle benefits enrollment.
- Draft letters, contracts, and HR documents.
- Answer basic employee questions and escalate when needed.
Requirements
- [Years] HR or administrative experience.
- Strong organizational skills.
- Proficient in [HRIS or software tools].
- Excellent communication skills.
- High discretion with confidential data.
Perks & Benefits
- [List all perks]
Hiring Process
[Explain steps + timelines]
📥 How to Apply
[WorkScreen link]
Next Step: Let WorkScreen Handle the Hard Part
Writing a great job post is just the beginning. Once applications start rolling in, the real challenge begins:
- Sifting through résumés that all look the same
- Spotting the genuine candidates among low-effort or AI-generated applications
- Figuring out who can actually do the job before you spend hours interviewing
That’s where WorkScreen.io comes in.
WorkScreen helps you:
✅ Quickly identify your most promising candidates
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
✅ Easily administer one-click skill tests
With WorkScreen, you can administer one-click skill tests to assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
✅ Eliminate low-effort applicants
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
If you’ve put the effort into writing a job description that sells your role, don’t let the wrong candidates fill your pipeline.
👉 Start your next hire the smart way with WorkScreen.io
and turn your job post into a shortlist of top performers in days, not weeks.
HR Assistant Job Description — FAQs
When hiring an HR Assistant, look for a mix of technical skills and people skills:
- Organizational skills to manage multiple HR tasks and deadlines without errors.
- Attention to detail for handling sensitive employee records and compliance paperwork.
- Communication skills (written and verbal) to interact with employees, candidates, and vendors.
- Discretion and confidentiality when dealing with personal or sensitive information.
- Tech proficiency in HR software (HRIS, ATS) and productivity tools like Google Workspace or Microsoft Office.
- Adaptability to handle changing priorities and fast-paced environments.
As of 2025, the average salary for an HR Assistant in the United States is $43,000–$52,000 per year for full-time roles, according to data from the U.S. Bureau of Labor Statistics and Glassdoor.
- Entry-level positions typically start around $38,000–$42,000/year.
- Experienced HR Assistants in larger companies or high-cost areas can earn $55,000–$62,000/year.
- In hourly terms, this works out to roughly $18–$26/hour, depending on location and experience.
Not always. Many companies hire HR Assistants without certification if they have strong admin skills and the right personality for HR work. That said, certifications like SHRM-CP or PHR can make a candidate more competitive and open the door to faster advancement.
