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