Virtual Assistant Logistics Jobs in Frederick, MD

Industry: Insurance

Location (city, state): Frederick, MD

Assignment Type: Contract | Mid-September 2026 through January 2027

Pay: $25–$28/hour

Work Schedule: Monday–Friday, 8:30 AM–5:00 PM, HYBRID after training

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About Our Client

Our client is a well-established insurance organization experiencing continued growth and supporting a large employee population. Their HR team is collaborative, fast-paced, and highly service-oriented, working closely with employees and leadership across the organization.

This is an excellent opportunity for an HR professional who enjoys being part of a busy team, staying organized, and supporting a positive employee experience.

Job Description

Addison Group is seeking an HR Coordinator to support our client’s HR team during a maternity leave. This position will have a strong focus on new hire onboarding, HR administration, interview coordination, orientation, and employee engagement activities.

The ideal candidate has experience working in a larger, high-volume organization and is comfortable managing multiple priorities without becoming overwhelmed. This is a hands-on role within a collaborative HR team where everyone pitches in and helps wherever needed.

Key Responsibilities

• Coordinate the administrative process for new hires from offer acceptance through onboarding.
• Track onboarding requirements, paperwork, forms, and outstanding items to ensure everything is completed accurately and on time.
• Prepare and distribute new hire communications, onboarding instructions, welcome materials, and reminders.
• Organize and maintain electronic employee and onboarding files.
• Support recurring new hire orientation sessions, including invitations, attendee lists, materials, room logistics, and attendance tracking.
• Assist with employment documentation and state-specific onboarding requirements.
• Manage electronic signature processes through DocuSign, including sending forms, monitoring completion, following up on outstanding signatures, and filing completed documents.
• Provide administrative support for I-9 completion and related onboarding documentation.
• Schedule virtual and onsite interviews and coordinate calendars, Teams invitations, candidate communications, and visitor logistics.
• Assist with the transition of candidates from Talent Acquisition into the onboarding process.
• Support employee engagement initiatives, recognition programs, wellness activities, food events, charitable programs, and other workplace events.
• Maintain confidential HR information and employee records with discretion.
• Prepare spreadsheets, reports, communications, and other administrative materials as needed.
• Assist with HR compliance projects, employee notices, handbook acknowledgements, and audit preparation.
• Provide backup support to other members of the HR team as priorities shift.
• Work closely with HR, Talent Acquisition, hiring managers, communications, and other internal partners.

Qualifications

• 3+ years of experience in HR coordination, onboarding administration, recruiting coordination, employee experience, or a related HR support function.
• Demonstrated experience supporting new hire administration, including onboarding paperwork, I-9s, background checks, electronic signatures, and document tracking.
• Experience working in a larger organization or high-volume environment is strongly required.
• Comfortable managing multiple deadlines, employees, candidates, and administrative processes simultaneously.
• Strong attention to detail and the ability to identify missing information and follow through until items are completed.
• Excellent written and verbal communication skills.
• Strong customer service mindset with a professional and approachable communication style.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with DocuSign and an HRIS/HCM or ATS is preferred.
• Familiarity with onboarding, employee records, I-9 administration, and HR compliance processes.
• Highly organized, proactive, dependable, and adaptable.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Comfortable working in a fast-moving environment where priorities may change throughout the day.
• Experience supporting employee events, orientations, recognition programs, or employee engagement initiatives is a plus.

Additional Details

• Contract Length: Mid-September 2026 through January 2027
• Start Date: Flexible; candidates can start prior to the leave beginning.
• Schedule: Full-time, Monday–Friday, 8:30 AM–5:00 PM
• Work Arrangement: Fully onsite during initial training. Once fully trained, the position can transition to a hybrid schedule of Monday, Wednesday, and Thursday onsite.
• Overtime: Eligible, although overtime is not expected to be frequent.
• Interview Process: Initial Teams interview followed by an onsite interview with members of the HR/People team.

Perks

• Opportunity to gain experience within a large, growing organization.
• Collaborative HR team environment.
• Exposure to onboarding, employee experience, Talent Acquisition, HR operations, and compliance.
• Hybrid flexibility after successful completion of training.
• Addison Group benefits eligibility.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.