Executive Assistant- Operations Coordinator

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:

• Adding new clients

• 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

• Advanced Excel

Requirements

This is a full time role

Up to $6/hr

100% Remote