Human Resources Assistant

TIME FRAME: This is a short term, seasonal position.

March 1 to May 15, 2026 (FULL TIME)

POSITION SUMMARY: Works with HR Director and HR Administrator to provide all personnel needs for the New Orleans Jazz & Heritage Festival. The Human Resource Assistant reports to the HR Director and the HR Administrator, and helps with personnel and volunteer operations on-site as needed.

ESSENTIAL FUNCTIONS:

Pre-Event

Personnel

• Assist the HR Director and HR Administrator with a wide range of human resources functions related to event staffing.
• Process new hire and rehire onboarding paperwork, including I-9 completion, employment eligibility verification using E-Verify, and data entry.
• Review and process resumes in the applicant tracking system.
• Conduct phone pre-screenings for event staff applicants.
• Prepare routine applicants and rehire correspondence.
• Maintain and organize applicant, employee, and rehire files, binders, and records.

Office Management

• Greet applicants, volunteers, and all office visitors.
• Process employment applications and resumes; coordinate prescreens and interviews.
• Maintain orderly office supplies and ensure standard documents are copied and readily available (applications, new hire and rehire paperwork, etc.).
• Perform physical and digital filing for Personnel files, Employee Application files, and I-9s.
• Answer office telephones, route messages, and return inquiry calls.
• Assist in coordination of the move to the Fair Grounds, including packing, labeling, and inventorying boxes.

During Event

Personnel

• Support HR leadership with day-of and on-site employee needs.
• Assist with processing late hires, rehires, and staff documentation as needed.
• Maintain confidentiality and accuracy of personnel records during the event.

Office & Volunteer Operations

• Assist with event day Volunteer operations as needed, including data entry, volunteer check-in and check-out, and perks distribution.
• Serve as a point of contact for staff, volunteers, and visitors at the HR office.
• Answer phones, route urgent messages, and respond to inquiries.
• Ensure HR office supplies, forms, and materials remain stocked and accessible on-site.

Post-Event

Personnel

• Assist with post-event personnel wrap-up, documentation, and reporting.
• Ensure employee and applicant files are complete, accurate, and properly archived.
• Assist with follow-up correspondence as needed.

Office Management

• Assist in coordination of the move from the Fair Grounds, including packing, labeling, and inventorying boxes.
• Help restore and organize office materials and supplies following the event.

In Addition

• Availability to work all Jazz Festival event days is required.
• Must be available to work occasional Saturdays and occasional weekday evenings leading up to the event for orientations and staffing needs, as required.
• Using the Absentee Request Form, it is the responsibility of each employee and their supervisor to accurately report their absenteeism to the Human Resources Office.
• Must maintain confidentiality regarding sensitive issues.
• Must attend and complete any required training.
• Any document, computer program, design, or other intellectual property created for the Jazz Festival belongs to the Jazz Festival and must be given to the Festival through your supervisor or department head at the end of each production year, or upon request.
• Must complete all required Feedback Forms and Final Reports.
• Performs other work-related duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Strong verbal, written, and organizational skills with exceptional attention to detail.
• Excellent computer skills, particularly in Google Workspace and Microsoft Word and Excel; experience with Microsoft Access is helpful.
• Strong interpersonal skills with the ability to work well as part of a team while also working independently.
• Proven ability to troubleshoot and problem-solve in a fast-paced, high-pressure production environment.
• Prior experience in human resources and interviewing is a plus.
• Ability to perform light lifting as needed.
• Ability to move quickly and efficiently around the Fair Grounds.