Executive Assistant / HR & Operations Coordinator

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

• 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.