Recruiting Administrative Assistant

The Ascendancy Group LTD•Virginia Beach, VA

2d•Hybrid

About The Position

The Recruiting Administrative Assistant supports the recruiting lifecycle from requisition setup and candidate tracking through offers, preemployment coordination, and transition to onboarding. This position maintains accurate information in Asana, Paylocity, and other recruiting systems; prepares Letters of Intent (LOIs) and offer letters; formats resumes; updates weekly recruiting slides; and coordinates administrative requirements among candidates, recruiters, hiring managers, Human Resources, Operations, Finance, Contracts, Program Management, and Facility Security. This is a hybrid position that may include remote work and onsite support at TAG Headquarters in Virginia Beach, Virginia. The employee must be available to report onsite for meetings, candidate or employee processing, records support, training, special projects, or other business requirements. Remote work is subject to company approval, operational needs, information security requirements, and satisfactory job performance.

Requirements

U.S. citizen with the ability to obtain and maintain a U.S. Government Secret security clearance.
Minimum 2 years of recruiting coordination, human resources administration, administrative support, office operations, or related experience.
Experience preparing and tracking employment documents, candidate communications, records, reports, presentations, or similar time sensitive administrative materials.
Proficiency with Microsoft 365/Office, including Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and SharePoint.
Proficiency creating and editing professional PowerPoint slides and compiling clear weekly status information for leadership review.
Ability to type accurately and efficiently and produce polished, error free documents, emails, spreadsheets, presentations, and data entries.
Experience using an applicant tracking system, human resources information system, project management platform, or comparable business software.
Strong attention to detail, organization, time management, follow through, and document control skills.
Ability to manage multiple requisitions, candidates, documents, deadlines, and priorities in a fast paced environment.
Ability to work independently, accept tasks with minimal instructions, research unfamiliar processes, use available resources, ask appropriate questions, and confirm work is correct before completion.
Strong written and verbal communication skills with a professional and service focused approach to candidate and internal stakeholder interactions.
Ability to handle sensitive candidate, employee, compensation, clearance, and company information with discretion and confidentiality.
Ability to recognize missing or inconsistent information, resolve routine issues, and elevate risks, delays, or decisions to the appropriate recruiter or leader.
Ability to work effectively in a hybrid environment, remain responsive during established work hours, and report onsite when required.
Reliable internet access and an appropriate remote workspace that supports privacy, productivity, and compliance with TAG information security requirements.

Nice To Haves

Associate or bachelor’s degree in human resources, business administration, communications, management, or a related field; equivalent military or professional experience may be considered.
Experience supporting recruiting or human resources functions in the government contracting, Department of Defense, Intelligence Community, SOF, federal, or military environment.
Hands on experience with Asana and Paylocity Recruiting, onboarding, or human resources modules.
Experience preparing LOIs, contingent offers, offer letters, candidate submission packages, and new hire documentation.
Experience formatting resumes for government proposals, contract labor categories, customer submissions, or cleared positions.
Experience collecting and presenting recruiting metrics, maintaining dashboards, or preparing weekly synchronization briefings.
Familiarity with cleared recruiting, proposal recruiting, job boards, LinkedIn, ClearanceJobs, and federal contractor applicant recordkeeping practices.
Experience with Adobe Acrobat, electronic signature platforms, Microsoft Forms, Planner, Power Automate, or comparable collaboration and workflow tools.
Active Secret or higher U.S. Government security clearance.
Professional certification such as PHR, SHRM CP, a Microsoft Office Specialist credential, or an administrative professional certification.

Responsibilities

Provide day to day administrative support to TAG recruiters and recruiting leadership across active, proposal, contingent, and pipeline hiring requirements.
Create, assign, update, and close recruiting tasks, subtasks, due dates, dependencies, and status fields in Asana; monitor overdue items and follow up with responsible team members.
Maintain accurate requisition and candidate information in Paylocity and other approved applicant tracking, human resources, and recruiting systems.
Create job requisitions and postings from approved job descriptions; verify titles, locations, work arrangements, security requirements, qualifications, screener questions, approval routing, and posting details before publication.
Prepare, proofread, route for approval, issue, and track offer letters, contingent offer letters, and Letters of Intent (LOIs); confirm position title, compensation, work location, start date, contingencies, expiration date, and authorized signatures.
Send approved LOIs and offer letters to candidates, monitor completion and signatures, provide timely reminders, and maintain accurate status records and final documents.
Review resumes for required content and formatting; identify missing dates, locations, clearance information, certifications, education, labor category qualifications, and unexplained employment gaps; coordinate corrections with recruiters or candidates.
Format resumes to TAG, customer, contract, proposal, or position specific requirements while preserving the accuracy of candidate supplied information and maintaining version control.
Coordinate interviews, phone screens, hiring manager reviews, and candidate meetings; send invitations, confirmations, directions, virtual meeting links, and follow up communications.
Prepare and update weekly recruiting synchronization slides in Microsoft PowerPoint, including open positions, candidate pipelines, interviews, submissions, offers, hires, start dates, aging requirements, action items, risks, and recruiting priorities.
Collect recruiting data from Asana, Paylocity, recruiters, and hiring managers; validate the information and maintain trackers, dashboards, reports, and metrics for leadership review.
Maintain organized electronic recruiting files, templates, approval records, interview documentation, disposition reasons, correspondence, search records, and other required hiring documentation in approved systems.
Support candidate submission packages for customers, hiring managers, proposals, and contract requirements by assembling resumes, qualification matrices, certifications, clearance details, and other approved documents.
Coordinate preemployment and onboarding handoffs, including background screening, drug testing, security documentation, new hire forms, start date confirmation, equipment requests, and first day information, as assigned.
Work with Facility Security to confirm clearance information and route security related documentation through approved channels without making independent eligibility or access determinations.
Communicate professionally with candidates throughout the process, provide status updates as authorized, request missing documentation, and ensure a positive and responsive candidate experience.
Assist with job board administration, candidate database maintenance, referral tracking, recruiting events, career fairs, outreach lists, interview packets, and recruiting related meetings.
Draft and proofread recruiting correspondence, job descriptions, internal updates, meeting notes, standard operating procedures, templates, and process guides.
Monitor shared recruiting inboxes, calendars, and task queues; prioritize time sensitive requests and route questions or approvals to the appropriate person.
Protect candidate and employee privacy and maintain recruiting records in accordance with company policy, contract requirements, and applicable employment recordkeeping obligations.
Research administrative processes, customer requirements, labor category qualifications, resume instructions, and system procedures when guidance is limited; document findings and confirm accuracy with the appropriate owner before implementation.
Identify incomplete, inconsistent, duplicate, or outdated recruiting information and take initiative to correct or elevate issues before they affect hiring timelines or deliverables.
Support continuous improvement by maintaining checklists, standardized templates, naming conventions, file structures, automation rules, and quality control steps.
Provide occasional onsite administrative support for headquarters operations, candidate visits, new hire processing, recruiting events, or special projects.
Perform other recruiting, human resources, and administrative duties as assigned.