NOW HIRING: EXECUTIVE ASSISTANT – HR & ADMINISTRATIVE SUPPORT

• Provide direct administrative support to executive leadership and management staff.
  
  
• Maintain executive calendars, schedule appointments, meetings, and send reminders.
  
  
• Coordinate schedules, meetings, and follow-up items for executive staff.
  
  
• Answer and make phone calls, communicate with employees, vendors, customers, and outside agencies.
  
  
• Scan, copy, print, organize, and distribute documents.
  
  
• Prepare correspondence, reports, forms, and other business documents.
  
  
• Maintain electronic and physical filing systems.
  
  
• Track deadlines, appointments, outstanding paperwork, and administrative follow-ups.
  
  
• Assist with preparing documents for signatures and maintaining organized company records.
  
  
• Handle confidential information with professionalism and discretion.
  
  

• Assist with the hiring and onboarding process for new employees.
  
  
• Prepare and maintain new-hire paperwork packets.
  
  
• Coordinate new employee orientation and onboarding schedules.
  
  
• Maintain employee personnel files and ensure required documentation is complete.
  
  
• Assist with I-9 employment eligibility verification and E-Verify processes.
  
  
• Maintain familiarity with applicable employment requirements, including FLSA, ADA, EEOC, and other federal and state employment regulations.
  
  
• Assist with employee status changes, personnel documentation, and separation paperwork.
  
  
• Help maintain employee certifications, licenses, training records, and renewal dates.
  
  
• Assist with HR-related correspondence, employee documentation, and internal company policies.
  
  
• Maintain confidentiality of personnel records and sensitive employee information.
  
  

• Schedule employee training, safety meetings, certifications, and required refresher courses.
  
  
• Track employee training completion and maintain supporting documentation.
  
  
• Monitor certification expiration dates and coordinate renewals.
  
  
• Maintain compliance files and ensure documentation is organized and readily accessible.
  
  
• Assist management with preparing and submitting required regulatory and employment-related forms.
  
  
• Help track compliance deadlines and follow up with employees and managers regarding outstanding requirements.
  
  

• Assist with completing and submitting Virginia Employment Commission (VEC) forms and other employment-related paperwork.
  
  
• Familiarity with legal forms, business documents, affidavits, and other official paperwork is preferred.
  
  
• Assist with preparing, reviewing, and organizing documents for management and outside agencies.
  
  
• Ensure forms are completed accurately and submitted within required deadlines.
  
  
• Virginia Notary Public commission is a plus, but not required.
  
  

• Previous experience as an Executive Assistant, Administrative Assistant, HR Assistant, Office Administrator, or similar position.
  
  
• Experience working in a fast-paced business environment.
  
  
• Strong organizational skills and the ability to manage multiple responsibilities simultaneously.
  
  
• Excellent written and verbal communication skills.
  
  
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
  
  
• Comfortable using computers, scanning equipment, printers, copiers, and electronic filing systems.
  
  
• Ability to maintain calendars, schedule appointments, and manage reminders for multiple executives.
  
  
• Strong attention to detail and accuracy when completing paperwork and maintaining records.
  
  
• Ability to handle confidential employee and business information appropriately.
  
  
• Self-motivated, dependable, professional, and able to work independently with minimal supervision.
  
  

• Previous HR or personnel administration experience.
  
  
• Familiarity with I-9 and E-Verify requirements.
  
  
• Working knowledge of FLSA, ADA, EEOC, and employment compliance requirements.
  
  
• Experience maintaining employee personnel files and onboarding documentation.
  
  
• Familiarity with Virginia Employment Commission (VEC) forms and unemployment documentation.
  
  
• Experience coordinating employee training, safety certifications, and compliance records.
  
  
• Experience completing legal forms, affidavits, and official business documents.
  
  
• Current Virginia Notary Public commission is a plus.
  
  

• Monday–Friday, 8:00 AM–5:00 PM.
  
  
• Occasional Saturdays as business needs require.
  
  
• Full-time, in-office position.
  
  

• Previous administrative or executive assistant experience.
  
  
• HR and employee onboarding experience.
  
  
• Familiarity with I-9, E-Verify, FLSA, ADA, and EEOC requirements.
  
  
• Experience with Microsoft Office and calendar management.
  
  
• Whether you currently hold a Virginia Notary Public commission.
  
  
• Salary expectations.