Administrative Assistant II

About the role

We are seeking an experienced Administrative Assistant II for our Norfolk, VA office to provide mid-level administrative and operational support across HR and office operations.

Responsibilities

• Submit 5512s and required documentation for authorized representatives to process background checks for new hires and employees with expiring badges
• Maintain employee training records and input data into Train Tracks, ensuring certifications are up to date
• Manage and update personnel files in compliance with company policies and standards
• Create and distribute new hire packets
• Track employee badges and maintain badge logs
• Support hiring managers throughout the recruiting process (scheduling interviews, coordinating logistics, candidate communication)
• Maintain and update spreadsheets for scheduled interviews, pending offer letters, and personnel tracking
• Coordinate travel arrangements for staff as needed
• Review employee expense reports for accuracy and completeness
• Reconcile and track company credit card statements
• Submit and track office invoices
• Cookordinator with external vendors (e.g., document shredding services)
• Maintain inventory of company apparel
• Print drawings and technical manuals in support of Job Material Lists (JMLs)
• Aid in planning and coordination of All Hands meetings and team events
• Review and verify employee timesheets, making corrections as needed
• Coordinate and publish weekly job assignments for East Coast staff
• Maintain Attendance Tracker, documenting tardiness, absences, and no-call/no-shows (NCNS)
• Perform additional duties outside of your standard responsibilities as needed to support production and project completion

Requirements

• High school diploma or equivalent (Associate's or Bachelor's degree preferred)
• 3+ years of administrative or office support experience
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Excellent written and verbal communication skills

Preferred Experience

• With HRIS systems, Train Tracks, Prevail, Google Smartsheet, or similar platforms
• Familiarity with timekeeping and expense management systems
• Experience supporting recruiting or HR functions

Key Competencies

• Attention to detail and accuracy
• Ability to manage multiple priorities
• Strong interpersonal and communication skills
• Discretion in handling sensitive information
• Problem-solving and adaptability

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer (typically 7-8 hours per day)
• Frequent use of hands and fingers for typing, filing, and operating office equipment (e.g., copier, scanner, phone)
• Ability to occasionally stand, walk, bend, and reach
• Ability to lift and carry office materials up to 15-25 pounds (e.g., boxes of files, office supplies)
• Visual acuity to read screens, printed documents, and detailed information
• Ability to communicate effectively, including speaking and hearing in person and via phone or virtual meetings
• Occasional movement throughout the office to access files, equipment, or meeting spaces

Benefits

We offer competitive wages in salaried and hourly positions, educational opportunities, competitive employee benefit options, and 401K plan with company match.