About the Role
We are seeking a highly organized, proactive Executive Assistant / Operations Coordinator to support senior leadership while also assisting the Operations team with execution and follow-through. This is a hybrid role that blends executive-level support, client coordination, and operational task management.
The ideal candidate understands urgency, can prioritize effectively, and is comfortable working across systems, teams, and client-facing workflows with minimal supervision.
Key Responsibilities
Executive Support
- Provide daily overviews of meetings and priorities, ensuring leadership is prepared and aligned
- Understand the executive’s day-to-day flow and anticipate needs
- Assist with client emails and communications when needed
- Manage and send documents via DocuSign
- Scheduling candidate interviews
- Other tasks as they come up
Client & Search Operations
- Send client status updates every 7 business days
- Manage active searches, including:
- Setting benchmarks for each new search
- Tracking urgency and progress
- Draft and send client introduction emails and Search Is Live emails
- Understand and act on client priority and importance
Recruitment Systems & ATS Management
- Manage Workable, including:
- Removing inactive clients
- Creating, editing, and closing job postings
- Maintain overall ATS accuracy and hygiene
- Verify candidate credentials (CDDs) once candidates pass the 4th interview stage
- Coordinate Culture Index or other client assessment for candidate results
Operations Team Support
- Assist the Operations team with non-urgent tasks, follow-ups, and documentation
- Collaborate closely with Recruitment and Operations teams to ensure alignment
- Help track tasks, deadlines, and handoffs between teams
- Support operational reporting and process follow-through
Document & Platform Management
- Manage SharePoint, including job description organization and version control
- Maintain clean, consistent documentation across systems
- Ensure accuracy of internal and client-facing materials
Core Competencies
- Strong sense of urgency and prioritization
- Highly organized, detail-oriented, and process-driven
- Excellent written and verbal communication skills
- Comfortable working independently across executive and operations tasks
- Confident managing multiple systems and workflows
- Professional, discreet, and trustworthy
Preferred Experience
- Experience in recruitment, staffing, or client services environments
- Familiarity with Workable or other ATS platforms
- Experience with SharePoint, DocuSign, and CRM/HR tools
- Prior hybrid EA + Operations or Coordinator role experience
Requirements
This is a full time role
Up to $6/hr
100% Remote
