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HR Assistant-/Part-time

Job ID: 1007077
Date Posted: Sep 22, 2021
Department ID: TM1001 Human Resources - General
Company: Tokio Marine Management Inc.

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Job Description

Marketing Statement

About Tokio Marine:

Tokio Marine has been conducting business in the U.S. market for over a century and we are licensed to write all lines in 50 states, Puerto Rico and the District of Columbia. We provide unique insurance and risk management tools from our experienced staff of account executives, underwriters and loss prevention engineers and fair and timely claim settlement from a skilled team of claim professionals.   We work with major brokers and leading independent insurance agents throughout the United States to serve the world's largest and most distinguished organizations. 

We are committed to creating value for our customers by providing ANSHIN (safety, security and peace of mind).  We strive to be creative and passionate as we work towards our long-term success. 

Tokio Marine Holdings is Japan's oldest, and one of the largest property and casualty insurers. Founded in 1879, TMNF operates worldwide in 38 countries. With annual revenues of approximately $18 billion and an A.M. Best rating of A++, one of the highest in the industry, we are one of the top 20 insurance providers worldwide. 




Reporting to the HR Manager, the Human Resources Assistant provides support for the Human Resources activities of the organization. He/she is responsible for performing a variety of human resource duties, including supporting recruiting activities and administrative support.

Essential Job Functions:


  1. Support Recruiter in conducting recruitment activities including processing requisitions, posting vacancies, and performing searches for qualified job candidates. At direction of Recruiter, conduct phone screening and interview scheduling.
  2. Prepare offer letters, coordinate pre-employment testing, act as liaison with employment agencies, review background checks and coordinate approval.
  3. Conduct new hire orientation and monitor the onboarding summaries and provide statistics to the team on a quarterly basis with recommendations for addressing any issues.
  4. Ensure personnel files are created, filed and actively maintained (i.e. ensure terms are removed from active files).
  5. Enter and update employee and applicant information into HRIS; generate reports as needed.


Training and Event Administration:


  1. Oversee all aspects of Event planning for NY/NJ office and act as resource for branch offices. This includes scheduling, communications, coordinating food deliveries and introducing speakers and vendors for presentations.
  2. Act as liaison with employees for on-site and off-site events – solicit recommendations and feedback.
  3. Responsible for ensuring L&L survey is distributed and collected in New Jersey and assist with analyzing feedback
  4. Assist with drafting and presenting employee trainings as necessary;


Human Resources Support:

  1. Provide administrative support to Human Resources staff in the New Jersey office and other offices as needed.
  2. Assist with basic employee relations intakes and policy questions, assist with drafting documentation for counseling / terminations.
  3. Manage TMA inventory for onboarding for the NJ office, CSR events and other office events for assigned offices as needed.
  4. Prepare documents for employment terminations and conduct exit interviews, report on trends in employee feedback as requested
  5. Update records in performance management system as needed; assist in monitoring performance appraisal process.
  6. Assist in creating and/or distributing communications (memos, emails, letters, presentations, spreadsheets, surveys, etc.).
  7. Create, maintain and update digital signage for Intranet, TV screens and in office displays.
  8. Assist with TMA’s birthday, anniversary and thank you programs.
  9. Conduct year-end audits on various HR requirements such as work authorization documents, e-verify, or other EAD to ensure all information is up to date and meets legal and departmental guidelines for assigned offices.
  10. Responsible for complying with proper internal controls as necessary to conduct job functions and/or carry out responsibilities and/or administrative activities in the company.


  1. Bachelor’s degree preferred
  2. Degree in Human Resources or related field preferred
  3. Human Resources certification preferred
  4. Minimum of two (2) years of experience in human resources, experience supporting an individual or team as an administrative resource preferred
  5. Exposure to principles, practices and legal considerations of human resources administration, state and federal employment laws preferred
  6. Ability to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
  7. Proficient in use of Microsoft Office software programs (Word, Excel, PowerPoint)
  8. Experience using human resource database system and/or applicant tracking system preferred.
  9. Strong interpersonal, verbal and written communication skills; Ability to conduct training programs and make group presentations.
  10. Experience prioritizing tasks while handling multiple time-sensitive projects in a very fast-paced environment, strong attention to detail.
  11. Must be able to handle highly confidential information with discretion.


EEO Statement

Tokio Marine Management is an Equal Opportunity Employer. In order to remain competitive we must attract, develop, motivate, and retain the most qualified employees regardless of age, color, race, religion, gender, disability, national or ethnic origin, family circumstances, life experiences, marital status, military status, or sexual orientation.

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