Hybrid Recruiting Admin — Essential Talent Operations Support

The Ascendancy Group; Virginia Beach (VA); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Hybrid work arrangement

Onsite at TAG Headquarters

Job summary

The Ascendancy Group (TAG) is seeking a Recruiting Administrative Assistant to join the Headquarters team in a hybrid role that may involve remote work and onsite presence in Virginia Beach, VA. You will support recruiting workflows, documentation, systems, and candidate communications, coordinating between recruiters, hiring managers, HR, and program staff.

Ideal candidates are organized, detail-oriented, proactive, and capable of researching requirements to move tasks forward. U.S.

Qualifications

• U.S. citizen with the ability to obtain and maintain a U.S. Government Secret security clearance.
• Minimum 2 years of recruiting coordination, HR administration, administrative support, or related experience.
• Experience preparing and tracking employment documents, candidate communications, records, reports, or similar time sensitive materials.
• Proficiency with Microsoft 365/Office applications (Word, Excel, PowerPoint, Outlook, Teams, OneDrive, SharePoint).
• Proficiency creating and editing professional PowerPoint slides and weekly leadership status reports.
• Able to type accurately and produce polished documents, emails, spreadsheets, and data entries.
• Experience using an applicant tracking system or HRIS; ability to manage multiple requisitions and deadlines.
• Strong attention to detail, organization, time management, and document control.
• Ability to work independently in a hybrid environment and confirm work is correct before completion.

Responsibilities

• Provide day-to-day administrative support to TAG recruiters and leadership across hiring requirements.
• Create, update, and close recruiting tasks in Asana; monitor overdue items and follow up.
• Maintain requisition and candidate data in Paylocity and other systems.
• Create job requisitions and postings; verify titles, locations, security requirements, and posting details.
• Prepare, proofread, and track LOIs and offer letters; confirm compensation and start dates.
• Send LOIs and offers to candidates; monitor signatures and maintain records.
• Review resumes for required content, format, and missing details; coordinate corrections.
• Format resumes to meet customer and contract requirements while preserving accuracy.
• Coordinate interviews, scheduling, and candidate meetings; send invitations and links.
• Prepare weekly recruiting slides in PowerPoint outlining pipelines and priority actions.
• Collect recruiting data from systems and maintain trackers and dashboards for leadership.
• Maintain organized electronic recruiting files and required documentation.
• Support candidate submission packages for customers and contracts with relevant documents.
• Assist with onboarding handoffs, background checks, and initial paperwork.
• Coordinate with Facility Security on clearance information and related docs.
• Communicate professionally with candidates; provide status updates and gather missing data.
• Assist with job board administration, candidate database maintenance, and recruiting events.
• Draft recruiting communications and SOPs; monitor shared inboxes and calendars.
• Protect privacy and maintain recruiting records per policy and requirements.
• Identify incomplete or outdated information and rectify issues to avoid delays.
• Support continuous improvement with checklists, templates, and workflows.
• Provide occasional onsite administrative support for HQ operations and events.
• Perform other recruiting and administrative duties as assigned.

Skills

Recruiting coordination

HR administrative support

Attention to detail

Communication skills

Time management

Education

Associate or Bachelor's degree in HR / Business

Tools

Asana

Paylocity

Microsoft 365

SharePoint

Adobe Acrobat

Job description

Description

The Ascendancy Group's Mission

To be the unequaled provider of special operations forces (SOF) and Intelligence Community focused technical, service, and training-based solutions.

Opportunity

Join The Ascendancy Group’s (TAG) Headquarters team as a Recruiting Administrative Assistant. This hybrid position provides essential administrative and operational support to TAG’s recruiting and talent acquisition activities and may be performed remotely and onsite at TAG Headquarters in Virginia Beach, Virginia, based on business needs.

The Recruiting Administrative Assistant helps recruiters stay focused on sourcing, screening, and engaging qualified candidates by managing recruiting workflows, documentation, systems, scheduling, reporting, and candidate communications. The ideal candidate is organized, accurate, responsive, comfortable working with minimal direction, and able to research requirements and move tasks to completion.

Overview

The Recruiting Administrative Assistant supports the recruiting lifecycle from requisition setup and candidate tracking through offers, preemployment coordination, and transition to onboarding. This position maintains accurate information in Asana, Paylocity, and other recruiting systems; prepares Letters of Intent (LOIs) and offer letters; formats resumes; updates weekly recruiting slides; and coordinates administrative requirements among candidates, recruiters, hiring managers, Human Resources, Operations, Finance, Contracts, Program Management, and Facility Security.

Work Arrangement:

This is a hybrid position that may include remote work and onsite support at TAG Headquarters in Virginia Beach, Virginia. The employee must be available to report onsite for meetings, candidate or employee processing, records support, training, special projects, or other business requirements. Remote work is subject to company approval, operational needs, information security requirements, and satisfactory job performance.

Security Requirement:

U.S. citizenship and the ability to obtain and maintain a U.S. Government Secret security clearance are required.

Primary Roles and Responsibilities:

• Provide day to day administrative support to TAG recruiters and recruiting leadership across active, proposal, contingent, and pipeline hiring requirements.

• Create, assign, update, and close recruiting tasks, subtasks, due dates, dependencies, and status fields in Asana; monitor overdue items and follow up with responsible team members.

• Maintain accurate requisition and candidate information in Paylocity and other approved applicant tracking, human resources, and recruiting systems.

• Create job requisitions and postings from approved job descriptions; verify titles, locations, work arrangements, security requirements, qualifications, screener questions, approval routing, and posting details before publication.

• Prepare, proofread, route for approval, issue, and track offer letters, contingent offer letters, and Letters of Intent (LOIs); confirm position title, compensation, work location, start date, contingencies, expiration date, and authorized signatures.

• Send approved LOIs and offer letters to candidates, monitor completion and signatures, provide timely reminders, and maintain accurate status records and final documents.

• Review resumes for required content and formatting; identify missing dates, locations, clearance information, certifications, education, labor category qualifications, and unexplained employment gaps; coordinate corrections with recruiters or candidates.

• Format resumes to TAG, customer, contract, proposal, or position specific requirements while preserving the accuracy of candidate supplied information and maintaining version control.

• Coordinate interviews, phone screens, hiring manager reviews, and candidate meetings; send invitations, confirmations, directions, virtual meeting links, and follow up communications.

• Prepare and update weekly recruiting synchronization slides in Microsoft PowerPoint, including open positions, candidate pipelines, interviews, submissions, offers, hires, start dates, aging requirements, action items, risks, and recruiting priorities.

• Collect recruiting data from Asana, Paylocity, recruiters, and hiring managers; validate the information and maintain trackers, dashboards, reports, and metrics for leadership review.

• Maintain organized electronic recruiting files, templates, approval records, interview documentation, disposition reasons, correspondence, search records, and other required hiring documentation in approved systems.

• Support candidate submission packages for customers, hiring managers, proposals, and contract requirements by assembling resumes, qualification matrices, certifications, clearance details, and other approved documents.

• Coordinate preemployment and onboarding handoffs, including background screening, drug testing, security documentation, new hire forms, start date confirmation, equipment requests, and first day information, as assigned.

• Work with Facility Security to confirm clearance information and route security related documentation through approved channels without making independent eligibility or access determinations.

• Communicate professionally with candidates throughout the process, provide status updates as authorized, request missing documentation, and ensure a positive and responsive candidate experience.

• Assist with job board administration, candidate database maintenance, referral tracking, recruiting events, career fairs, outreach lists, interview packets, and recruiting related meetings.

• Draft and proofread recruiting correspondence, job descriptions, internal updates, meeting notes, standard operating procedures, templates, and process guides.

• Monitor shared recruiting inboxes, calendars, and task queues; prioritize time sensitive requests and route questions or approvals to the appropriate person.

• Protect candidate and employee privacy and maintain recruiting records in accordance with company policy, contract requirements, and applicable employment recordkeeping obligations.

• Research administrative processes, customer requirements, labor category qualifications, resume instructions, and system procedures when guidance is limited; document findings and confirm accuracy with the appropriate owner before implementation.

• Identify incomplete, inconsistent, duplicate, or outdated recruiting information and take initiative to correct or elevate issues before they affect hiring timelines or deliverables.

• Support continuous improvement by maintaining checklists, standardized templates, naming conventions, file structures, automation rules, and quality control steps.

• Provide occasional onsite administrative support for headquarters operations, candidate visits, new hire processing, recruiting events, or special projects.

• Perform other recruiting, human resources, and administrative duties as assigned.

Position Requirements:

• U.S. citizen with the ability to obtain and maintain a U.S. Government Secret security clearance.

• Minimum 2 years of recruiting coordination, human resources administration, administrative support, office operations, or related experience.

• Experience preparing and tracking employment documents, candidate communications, records, reports, presentations, or similar time sensitive administrative materials.

• Proficiency with Microsoft 365/Office, including Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and SharePoint.

• Proficiency creating and editing professional PowerPoint slides and compiling clear weekly status information for leadership review.

• Ability to type accurately and efficiently and produce polished, error free documents, emails, spreadsheets, presentations, and data entries.

• Experience using an applicant tracking system, human resources information system, project management platform, or comparable business software.

• Strong attention to detail, organization, time management, follow through, and document control skills.

• Ability to manage multiple requisitions, candidates, documents, deadlines, and priorities in a fast paced environment.

• Ability to work independently, accept tasks with minimal instructions, research unfamiliar processes, use available resources, ask appropriate questions, and confirm work is correct before completion.

• Strong written and verbal communication skills with a professional and service focused approach to candidate and internal stakeholder interactions.

• Ability to handle sensitive candidate, employee, compensation, clearance, and company information with discretion and confidentiality.

• Ability to recognize missing or inconsistent information, resolve routine issues, and elevate risks, delays, or decisions to the appropriate recruiter or leader.

• Ability to work effectively in a hybrid environment, remain responsive during established work hours, and report onsite when required.

• Reliable internet access and an appropriate remote workspace that supports privacy, productivity, and compliance with TAG information security requirements.

Preferred Qualifications:

• Associate or bachelor’s degree in human resources, business administration, communications, management, or a related field; equivalent military or professional experience may be considered.

• Experience supporting recruiting or human resources functions in the government contracting, Department of Defense, Intelligence Community, SOF, federal, or military environment.

• Hands on experience with Asana and Paylocity Recruiting, onboarding, or human resources modules.

• Experience preparing LOIs, contingent offers, offer letters, candidate submission packages, and new hire documentation.

• Experience formatting resumes for government proposals, contract labor categories, customer submissions, or cleared positions.

• Experience collecting and presenting recruiting metrics, maintaining dashboards, or preparing weekly synchronization briefings.

• Familiarity with cleared recruiting, proposal recruiting, job boards, LinkedIn, ClearanceJobs, and federal contractor applicant recordkeeping practices.

• Experience with Adobe Acrobat, electronic signature platforms, Microsoft Forms, Planner, Power Automate, or comparable collaboration and workflow tools.

• Active Secret or higher U.S. Government security clearance.

• Professional certification such as PHR, SHRM CP, a Microsoft Office Specialist credential, or an administrative professional certification.

The Ascendancy Group (TAG) was founded on and thrives based on relationships, reputation, and trust.

We are passionate about everything we do. One hundred percent of our government focused teammates are former members of the Department of Defense or the Intelligence Community who still believe in supporting our nation. We offer like minded individuals the opportunity to continue working in small teams on unique and challenging problem sets that further our nation's security.

If you possess the experience, qualifications and drive required for this position, please APPLY NOW for consideration!