Overview:
Job Title: Executive Assistant / HR & Operations Coordinator
Location: Fairfax, VA (Hybrid)
Employment Type: Full-Time
Job Summary
ILS Inc. is seeking a highly organized, proactive, and detail-oriented Executive Assistant / HR & Operations Coordinator to provide administrative support to executive leadership while managing HR coordination, recruitment support, employee onboarding, and timesheet administration. This role is essential in ensuring smooth day-to-day business operations, supporting employees throughout their lifecycle, and maintaining efficient administrative and HR processes.
Responsibilities:
Key Responsibilities
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Provide executive administrative support, including calendar management, meeting scheduling, correspondence, and preparation of reports and presentations.
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Coordinate interviews, communicate with candidates, schedule interviews, and assist with the recruitment process.
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Maintain employee personnel files and HR records while ensuring confidentiality and compliance.
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Schedule and conduct new hire orientation and ensure all onboarding tasks are completed before an employee's start date.
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Prepare employment related documentation, including immigration support letters, employment verification letters and other HR correspondence
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Coordinate with IT, hiring managers, and other departments to ensure new employees have the necessary equipment, system access, and resources
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Draft, coordinate and distribute companywide communications, policies, procedures.
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Administer employee timesheets by tracking submissions, following up on missing or late timesheets, reviewing for accuracy, and coordinating with payroll for timely processing.
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Coordinate background checks, employment verification, I-9 completion, and new hire documentation.
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Monitor employee attendance, PTO, and leave records and assist with related inquiries.
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Support benefits administration, employee communications, HR reporting, and compliance activities.
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Organize company meetings, training sessions, and employee engagement events.
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Assist with office operations and perform other administrative and HR duties as assigned.
Qualifications:
Qualifications
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Bachelor’s degree in business administration, Human Resources, or a related field preferred.
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4-8 years of experience in executive administration, HR coordination, recruiting, onboarding, or office operations.
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Excellent organizational, communication, and multitasking skills.
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Strong attention to detail and ability to maintain confidentiality.
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Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
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Experience with Applicant Tracking Systems (ATS), HRIS platforms, and electronic onboarding systems is preferred.
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Ability to work independently, prioritize multiple tasks, and meet deadlines in a fast-paced environment.
Preferred Qualifications
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Experience managing employee onboarding and HR administration.
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Knowledge of CMMI process to help with assessment.
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Experience with iCIMS, or similar ATS/HR systems.
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Experience in a government contracting or professional services environment is a plus.
