Executive Assistant- HR & Administrative Support

SERVPRO of Culpeper & Fauquier Counties•Alexandria, VA

9d•$45,000 - $50,000•Onsite

About The Position

Swift Restoration LLC is seeking a highly organized, dependable, and detail-oriented Executive Assistant to provide administrative, human resources, and compliance support to executive leadership and management. The role is based in a fast-paced business environment and involves managing competing priorities, handling confidential employee information, maintaining company records, coordinating schedules, and helping ensure deadlines, training requirements, and employee documentation are addressed. The position is full-time and in-office, Monday through Friday, 8:00 AM–5:00 PM, with occasional Saturdays as business needs require.

Requirements

Previous experience as an Executive Assistant, Administrative Assistant, HR Assistant, Office Administrator, or in a similar position.
Experience working in a fast-paced business environment.
Strong organizational skills and ability to manage multiple responsibilities simultaneously.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office, including Outlook, Word, and Excel.
Comfort 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 appropriately handle confidential employee and business information.
Self-motivated, dependable, professional, and able to work independently with minimal supervision.

Nice To Haves

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 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; a plus but not required.

Responsibilities

Provide direct administrative support to executive leadership and management staff.
Maintain executive calendars; schedule appointments and meetings; and send reminders.
Coordinate executive schedules, meetings, and follow-up items.
Answer and make calls and 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 and organized company records.
Track deadlines, appointments, outstanding paperwork, and administrative follow-ups.
Assist with preparing documents for signatures.
Handle confidential information professionally and discreetly.
Assist with hiring and onboarding, including preparing new-hire paperwork packets and coordinating 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.
Assist with employee status changes, personnel documentation, separation paperwork, HR correspondence, and internal company policies.
Help maintain employee certifications, licenses, training records, and renewal dates.
Schedule employee training, safety meetings, certifications, and refresher courses; track completion and maintain supporting documentation.
Monitor certification expiration dates and coordinate renewals.
Maintain compliance files and organize documentation for ready access.
Assist management with preparing and submitting regulatory and employment-related forms; track deadlines and follow up on outstanding requirements.
Assist with completing and submitting Virginia Employment Commission forms and other employment-related paperwork.
Prepare, review, and organize documents for management and outside agencies, ensuring forms are accurate and submitted on time.