An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
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 Provide executive administrative support, including calendar management, meeting scheduling, correspondence, and preparation of reports and presentations. Coordinate interviews, communicate with candidates, schedule interviews, and assist with the recruitment process. Maintain employee personnel files and HR records while ensuring confidentiality and compliance. Schedule and conduct new hire orientation and ensure all onboarding tasks are completed before an employee's start date. Prepare employment related documentation, including immigration support letters, employment verification letters and other HR correspondence Coordinate with IT, hiring managers, and other departments to ensure new employees have the necessary equipment, system access, and resources Draft, coordinate and distribute companywide communications, policies, procedures. Administer employee timesheets by tracking submissions, following up on missing or late timesheets, reviewing for accuracy, and coordinating with payroll for timely processing. Coordinate background checks, employment verification, I-9 completion, and new hire documentation. Monitor employee attendance, PTO, and leave records and assist with related inquiries. Support benefits administration, employee communications, HR reporting, and compliance activities. Organize company meetings, training sessions, and employee engagement events. Assist with office operations and perform other administrative and HR duties as assigned.
Qualifications:
Qualifications Bachelor's degree in business administration, Human Resources, or a related field preferred. 4-8 years of experience in executive administration, HR coordination, recruiting, onboarding, or office operations. Excellent organizational, communication, and multitasking skills. Strong attention to detail and ability to maintain confidentiality. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Experience with Applicant Tracking Systems (ATS), HRIS platforms, and electronic onboarding systems is preferred. Ability to work independently, prioritize multiple tasks, and meet deadlines in a fast-paced environment. Preferred Qualifications Experience managing employee onboarding and HR administration. Knowledge of CMMI process to help with assessment. Experience with iCIMS, or similar ATS/HR systems. Experience in a government contracting or professional services environment is a plus.
