Executive Assistant- HR & Administrative Support

NOW HIRING: EXECUTIVE ASSISTANT – HR & ADMINISTRATIVE SUPPORT

Swift Restoration LLC

Position: Executive Assistant

Schedule: Monday–Friday, 8:00 AM–5:00 PM

Occasional Saturdays: As business needs require

Employment Type: Full-Time

POSITION OVERVIEW

Swift Restoration LLC is seeking a highly organized, dependable, and detail-oriented Executive Assistant to provide administrative, human resources, and compliance support to our executive leadership team.

The ideal candidate will have experience working in a fast-paced business environment, the ability to manage multiple priorities, and excellent organizational and communication skills. This position requires someone who is proactive, professional, discreet, and comfortable handling confidential employee information, maintaining company records, coordinating schedules, and assisting with HR and regulatory compliance.

This is a hands-on administrative position for someone who can anticipate executive needs, keep daily operations organized, and ensure important deadlines, training requirements, and employee documentation are not overlooked.

KEY RESPONSIBILITIES

Executive & 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.

Human Resources & Employee Administration

• 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.

Training & Compliance Administration

• 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.

Forms, Documentation & Legal Administrative Support

• 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.

REQUIRED QUALIFICATIONS

• 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.

PREFERRED EXPERIENCE

• 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.

WORK SCHEDULE

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

THE IDEAL CANDIDATE

We are looking for someone who is organized, proactive, dependable, and takes pride in keeping a business running efficiently. The successful candidate will be comfortable interacting with executive leadership, employees, vendors, and outside agencies while managing confidential information and competing deadlines.

You must be someone who follows through, catches details others may miss, keeps things organized, and doesn't need to be reminded repeatedly to complete assigned tasks.

If you are an experienced administrative professional with strong HR knowledge and the ability to support executive leadership in a demanding, fast-paced environment, we encourage you to apply!

HOW TO APPLY

Please respond to this posting with your resume and a brief description of your administrative and HR experience.

Please include:

• 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.

Swift Restoration LLC is an Equal Opportunity Employer.