Executive Assistant- HR & Administrative Support

Servpro•Alexandria, VA

8d•Onsite

About The Position

Swift Restoration LLC is hiring a full-time, in-office Executive Assistant to provide administrative, human resources, and compliance support to executive leadership and management. The role requires a dependable, organized, detail-oriented professional who can manage competing priorities in a fast-paced business environment, handle confidential employee information discreetly, and anticipate executive needs while keeping daily operations organized. The Executive Assistant will manage calendars and appointments, coordinate meetings and follow-ups, communicate with employees, vendors, customers, and outside agencies, prepare and organize business documents, and maintain physical and electronic records. HR duties include supporting hiring, onboarding, personnel documentation, employee status changes, and separation paperwork. The role also helps maintain employee training, certification, and compliance records; track deadlines and renewals; and prepare or submit employment-related and regulatory paperwork, including Virginia Employment Commission forms. The schedule is Monday through Friday, 8:00 AM–5:00 PM, with occasional Saturdays as business needs require. The position is full-time and in-office. Compensation is $45,000–$50,000 per year.

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 handle confidential employee and business information appropriately.
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.

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 phone 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, prepare new-hire paperwork packets, and coordinate orientation and onboarding schedules.
Maintain employee personnel files and help 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, and HR-related correspondence.
Maintain employee certifications, licenses, training records, and renewal dates.
Schedule employee training, safety meetings, certifications, and refresher courses; track completion and maintain supporting documentation.
Maintain compliance files, track compliance deadlines, and follow up with employees and managers about outstanding requirements.
Assist management with preparing and submitting regulatory and employment-related forms.
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.