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HR Administrative Associate

HR Administrative Associate

Job Location 
Req. # 
Finance & Accounting



At Relativity, we make great software that helps users organize data, discover the truth, and act on it. Our product is used by more than 13,000 organizations around the world – in the cloud, on-premises, or both – to manage large volumes of data.


Here you can own your career in a community of values-driven people who help our customers around the world solve complex data challenges. If this sounds like the place for you, check out the details of this position below.




As Administrative Associate, you will work closely with our internal teams to deliver high quality administrative support that meet the dynamic business needs of the Krakow Relativity team.  


Office Administration Responsibilities:

  • Perform all reception area duties such as receiving incoming calls, taking messages, accepting deliveries, and greeting visitors.
  • Act as the point of contact for internal and external clients.
  • Act as main administrative support to Engineering Director.
  • Organize and schedule appointments for team members and leadership.
  • Plan meetings, attend to take detailed minutes and distribute minutes and outcomes to appropriate stakeholders.
  • Manage leadership team communication needs, including email, correspondence memos, letters, faxes and forms, as needed by the leadership team.
  • Assist the global administrative support team in preparing monthly and quarterly business metric reports.
  • Create and maintain current filing system for all office and people-related paperwork.
  • Book and manage travel arrangements for the leadership team and team members, as needed.
  • Submit and reconcile expense reports.
  • Liaise with other administrative assistants to handle requests and queries from senior managers.
  • Participate in event planning and support.
  • Assist with meeting setup, which includes moving tables and chairs as needed.
  • Support other administrative team members.
  • Various projects as assigned.


Human Resources Support Responsibilities:

  • Manage personnel files.
  • Process Relativity Poland invoices.
  • Manage document preparation and shipping.
  • Align with the HR team in Chicago on HR Operations updates and apply them to the local office.
  • Maintain contact with global HR team to ensure proper execution of the HR related procedures (requesting paid time off, filling in various forms, performance reviews etc.).
  • Update and maintain departmental policies and procedures as they relate to human resources.
  • Help organize events and trainings for the team
  • New employee administration:
    • finalize and verify job contracts
    • issue medical checks
    • support employees in completing new employee documentation that is required by law
    • verify and send documents to HR Services & Payroll provider
    • organize health & safety training        
    • organize new hire orientation sessions, coordinating efforts with Chicago onboarding program leader
  • Serve as primary contact for HR Services and Payroll provider, serving as primary liaison for new hires` insurance, HR documentation and social benefits.
  • Benefits documentation administration:
    • process invoices related to medical and life insurance, cafeteria program
    • ensure reports required by vendors are provided on time
    • ensure payments are completed on time
    • sign up new employees for the benefits and process required documentation
  • Support the team with general HR related queries and issues:
    • Coordinate efforts with HR Partner (Chicago-based)
    • Escalate personnel issues to HR Partner
    • Stay up-to-date with current employment law and policy requirements


Minimum Qualifications:

Bachelor’s degree and at least one year of experience supporting a mid to large sized business in a general office/administrative capacity or Associates Degree/BA/BS or at least three years of experience supporting a mid to large sized business in a general office/administrative capacity.

Preferred Qualifications:

  • Consistently exhibits professionalism, composure, punctuality, and reliability.
  • Keen attention to detail.
  • Ability to work in a dynamic environment and efficiently adapt to changing priorities and project deadlines.
  • Highly effective time management skills and the ability to prioritize work.
  • Ability to anticipate, identify, and offer solutions for transactional business needs/issues.
  • Maintains a positive attitude when problem solving with internal and external customers.
  • Excellent interpersonal skills.
  • Ability to work with a wide variety of communication styles.
  • Strong organizational skills with the ability to multi-task.
  • Excellent skills in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
  • Exceptional formatting and document preparation skills.
  • Exceptional written and oral communication skills; excellent grammar, editing, and proofreading skills.
  • Demonstrates initiative, is an independent thinker, self-starter, and a problem solver.
  • Is intrinsically motivated by delivering high quality service to internal customers.

About Us

Our software has more than 150,000 active users in more than 40 countries from organizations including the U.S. Department of Justice, more than 70 Fortune 100 companies, and more than 195 of the Am Law 200. We have grown significantly over the last several years and continue striving to build software that helps solve our customers’ toughest e-discovery and unstructured data challenges.


If you’re ready to grow with us, we’d love to hear from you.



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