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

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.

• 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.

• 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.

• 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.

• 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…