Human Resources Administrative Assistant

POSITION:  Human Resources Administrative Assistant

REPORTS TO:  Director of People


Equator Coffees is an impact-driven, award-winning coffee roaster, mission-led retail operator, and conscious coffee farm owner headquartered in Marin County, CA. Founded in 1995 by Brooke McDonnell and Helen Russell, Equator's strong commitment to a sustainable, transparent approach spans more than two decades. In 2011, Equator formalized its commitment to sustainability by becoming a certified B Corporation, making it the first California coffee roaster to do so. In 2016, we were voted National Small Business of the Year and one of San Francisco Business Times Top 100 Women-Owned Business for the past 12 years. Today, Equator operates nine retail cafes in the San Francisco Bay Area, one in Los Angeles, and has an expanding national wholesale business.


Equator connects global coffee farming communities and coffee lovers in the US. The journey from seed to cup is long. Every step in our supply chain should be equitable, sustainable and beneficial for all involved. We call it the Chain of Well-Being.  We value our relationships in the global coffee community and invest in projects at origin to help our partners and their communities thrive. 


We are looking for an HR administrative assistant to perform a variety of personnel-related administrative tasks. You will support the HR department in posting job ads, updating HR database and processing employees requests. Our HR administrative assistant position requires excellent organizational skills and the ability to handle sensitive information confidentially.

This is a unique opportunity for someone who is passionate about people, has a desire to broaden existing HR experience by supporting and improving all HR functions, working for a female founded, certified B Corporation. B Corps are leaders in the global movement for an inclusive, equitable, and regenerative economy.


  • Coordinate with the Director of People posting job ads on careers pages, process incoming resumes, qualify candidates, schedule screenings and interviews: Workstream, Indeed, LinkedIn, Careers Page, Basecamp, Sprudge, Excel, Dropbox, Google Meet and Google Calendar
  • Support the full cycle hiring and people process including recruitment, interviewing, and onboarding of new team members
  • Process new hire paperwork: DocuSign, Workstream, Paylocity
  • Coordinate all onboarding activities for managers and corporate office staff with Department Heads and Hiring Managers (Word, Powerpoint, Google Suite)
  • Conduct new hire program assignments: Google Suite (email, groups), Basecamp, Dropbox, DocuSign, Adobe
  • Perform routine tasks required to administer and execute human resource programs including but not limited to compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; anti-harassment and micro-aggressions trainings and employee education, training and development
  • Maintain and update HRIS systems, specifically for new hire, onboarding, and training programs: Paylocity and Workstream
  • Assist with preparation of human resource reports
  • Process employees’ requests and provide relevant information
  • Coordinate HR projects, meetings and training seminars
  • Maintain employee files and records in electronic and paper form
  • Prepare reports and presentations for internal communications
  • Keep up-to-date with the latest HR trends and best practices
  • Perform other related duties as assigned


  • Excellent written and verbal communication skills
  • Excellent organizational skills and attention to detail
  • Excellent time management skills with a proven ability to meet deadlines
  • Ability to act with integrity, professionalism, and confidentiality
  • Resourceful, results driven, team player
  • Strong analytical and problem-solving skills
  • Proficient in Microsoft Office (Word and Excel), Google Suite (Mail, Calendar, Meet, Drive, Docs, Slides, Sites, Forms) DocuSign and Dropbox
  • Experience recruiting candidates using a variety of search methods to build a robust candidate pipeline (Indeed, LinkedIn, Workstream and other job boards)
  • Hands on experience with HR software, an HRIS or HRMS (Paylocity)
  • Knowledge of general human resources policies and procedures preferred
  • Proficiency with or the ability to quickly learn applicant tracking systems (Workstream)
  • Ability to visit cafés and roastery on occasion

Education and Experience:

  • Two+ years of administrative assistant or equivalent business experience required
  • Human Resource administrative experience preferred
  • Associate’s degree preferred
  • HRCI, PHR/PHRca or SHRM-CP a plus

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer
  • Must be able to lift 15 pounds at times
  • Must be able to access and navigate each department at the organization’s facilities


  • The opportunity to work with a growing and dynamic organization
  • Competitive salary
  • 100% Employer Covered Premium Medical Insurance 
  • Group Dental & Vision Insurance Plans Available
  • Employer Covered Life Insurance Premium
  • Flexible Spending Account (FSA)
  • Employee Assistance Program (EAP) - Extensive Physical and Mental Health, Financial and Legal Coaching Available at no cost to the employee
  • Paid Time Off
  • 7 paid holidays per year
  • 1 paid volunteer day per year
  • 401K - Employee eligible after 1 year of employment
  • Free coffee

Compensation will be commensurate with experience. 


Email cover letter and resume to: 

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.

Equator Coffees is an equal opportunity employer. All aspects of employment including the decision to hire, promote, and discharge will be based on competence, performance and the business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, gender (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability or any other applicable legally protected characteristics. 


We envision a global economy that uses business as a force for good. This economy is comprised of a new type of corporation – the B Corporation – which is purpose-driven and creates benefit for all stakeholders, not just shareholders. 

As Certified B Corporations and leaders of this emerging economy, we believe:

  • That we must be the change we seek in the world.
  • That all business ought to be conducted as if people and place mattered.
  • That, through their products, practices, and profits, businesses should aspire to do no harm and benefit all.
  • To do so requires that we act with the understanding that we are each dependent upon another and thus responsible for each other and future generations.