Administrative Assistant

Human Resources Associate/Administrative Assistant

Job Description

We are seeking a detail-oriented and service-focused Human Resources Associate/Administrative Assistant to support employee onboarding, HR administration, and Occupational Health functions. This position serves as a key point of contact for new hires, employees, applicants, visitors, and internal departments, providing professional and responsive support in a fast-paced environment. The Human Resources Associate will play an important role in ensuring a smooth onboarding experience by coordinating pre-employment requirements, reviewing new hire documentation, maintaining accurate employee records, and supporting HR and Occupational Health processes.

Key Responsibilities

New Hire Onboarding & HR Support

• Coordinate and support the onboarding process for new employees, ensuring required documentation and pre-employment requirements are completed accurately and on time.
• Process background checks for new hires in accordance with organizational policies and procedures.
• Process and notarize Child Protective Services background searches for designated departments and applicable new hires, internal transfers, and contracted employees.
• Review and verify I-9 documentation to support employment eligibility compliance.
• Prepare new hire paperwork, create personnel files, and review documentation for accuracy and completeness.
• Identify missing or incomplete onboarding documentation and follow up with new hires as needed.
• Obtain and organize employee immunization records and Health Risk Assessment (HRA) documentation.
• Maintain accurate and confidential employee information through timely data entry, scanning, and electronic recordkeeping.
• Handle sensitive employee and applicant information with professionalism and discretion.

Employee & Customer Support

• Serve as a first point of contact for employees, applicants, visitors, department leaders, and other internal and external contacts.
• Provide professional customer service in person and over the phone, addressing questions and directing individuals to the appropriate resource when needed.
• Greet and check in employees visiting Occupational Health and help maintain an organized and welcoming reception experience.
• Answer incoming calls and provide timely, professional assistance.
• Communicate with internal teams through Microsoft Teams to coordinate employee needs and workflow updates.

Occupational Health & Administrative Support

• Support Occupational Health clinic operations by coordinating employee needs and communicating updates to appropriate staff.
• Assist with scheduling HRA and follow-up appointments using designated scheduling systems, such as Acuity.
• Support employees with Fit Thumb account setup and completion of HRA assessments.
• Ensure required new hire packets, patient forms, and other documentation are printed, stocked, and readily available.
• Review applicable training materials and return-to-work guidelines with new hires to support understanding and compliance.
• Maintain a clean, organized, and professional reception area.
• Process incoming mail, correspondence, scanning, copying, and other administrative tasks.
• Prepare Healthy Me follow-up correspondence and other departmental mailings.
• Serve as a department notary as needed, or assist with processes requiring notarization.
• Assist with departmental reporting, special projects, and additional responsibilities as assigned.

Required Qualifications

• 2+ years of administrative experience required.
• Hands-on experience supporting new hire onboarding and pre-employment processes.
• Experience reviewing and maintaining employee documentation, including I-9s and other onboarding records.
• Strong Microsoft Office skills, particularly Outlook, Word, and Excel.
• Experience using Microsoft Teams or similar communication tools.
• Strong data entry skills with excellent attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong customer service skills with the ability to interact professionally with employees, applicants, visitors, and leadership.
• Ability to prioritize and manage multiple responsibilities in a fast-paced environment with frequent interruptions.
• Comfortable working in a front desk/reception setting and interacting with employees throughout the day.
• Ability to maintain confidentiality when handling sensitive employee and health-related information.
• Must be comfortable working fully onsite Monday through Friday.

Preferred Qualifications

• Previous Occupational Health, healthcare, or employee health experience.
• Experience processing employee background checks.
• Notary certification or experience supporting notarization processes.
• Familiarity with scheduling platforms such as Acuity or similar systems.
• Experience supporting employee wellness programs or Health Risk Assessments.
• Experience working within a growing or evolving Human Resources department.

Job Type & Location

This is a Contract position based out of Chesapeake, VA.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Chesapeake,VA.

Application Deadline

This position is anticipated to close on Oct 9, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.