First Team Staffing Services, Inc. · 2 days ago
Senior Administrative Support / Executive Assistant
Baltimore, MD
Full-time
Onsite
Senior Level
7+ years expFirst Team Staffing Services, Inc. is seeking a Senior Administrative Support / Executive Assistant to support the operations and coordination of the office and Business Operations function. This role involves executing core administrative tasks, managing HR and payroll inputs, and ensuring effective communication and scheduling.
Human ResourcesInformation TechnologyRecruitingStaffing Agency
Hiring Manager
Kyle Riggin
Responsibilities
Complete new-hire orientation paperwork and onboarding tasks (I-9, W-4, benefits introduction); create accounts and system access, order and provision equipment, schedule training, and coordinate background checks
Maintain personnel files and HRIS entries (Paychex Flex or equivalent); ensure confidentiality and data integrity
Support payroll and benefits administration by preparing payroll inputs, reconciling time-off/pay exceptions with People and Finance, and adhering to payroll deadlines
Handle scheduling and calendar coordination for teams, including interview panels, meeting rooms, recurring operational cadences, and internal events
Draft and distribute clear staff communications regarding operational processes, schedule changes, and office updates; maintain a practical policies and procedures index and short “how-to” guides
Process expense reports; reconcile credit card transactions and purchase orders; manage vendor invoices; and follow procurement approval workflows, escalating only when approvals or exceptions are required
Fix mistakes and close the loop by correcting records, walking the submitter through the correct steps, logging the incident, and verifying the next related item is completed correctly. Require resubmission only when necessary
Facilitate brief, practical training sessions and office hours on recurring administrative tasks; create one-page job aids and simple three-step checklists to support effective staff use
Support Business Operations projects by piloting small process changes, introducing templates or simple automations, and helping scale what works
Perform clerical and secretarial duties as requested to support Business Operations and leadership
Qualification
Required
7–10 years of administrative, HR, operations, or similar hands-on experience in a fast-paced environment; experience supporting growth-stage or scaling teams preferred
Direct experience with onboarding, payroll inputs, scheduling, expense and PO processing, and vendor coordination
Strong written and verbal communication skills; ability to provide direct guidance and clear staff communications
Highly detail-oriented, with strong follow-through and the ability to work independently with minimal oversight
Comfortable with Google Workspace, Paychex Flex (or similar HRIS), common expense tools, and spreadsheet-based tracking
High level of discretion, professional maturity, and the ability to handle confidential information
Preferred
Experience supporting growth-stage or scaling teams preferred
Familiarity with simple automation or ticketing systems is a plus
Company
First Team Staffing Services, Inc.
First Team specializes in the recruitment and placement of professional and temporary workers.
10001+ employees
Funding
Current Stage
Late StageCompany data provided by crunchbase