Executive Assistant – Recruiting Ops

This is a fully remote position, open to applicants in Latin America.

📋 Description

• Oversee executive calendars, manage meetings, scheduling, and daily priorities.

• Assist leadership in prioritizing competing demands to stay focused on high-impact activities.

• Prepare executives for meetings by providing relevant context, information, documents, and follow-up items.

• Manage incoming communications and requests, directing them as necessary.

• Act as a professional liaison for both internal and external stakeholders.

• Handle sensitive and confidential information with utmost discretion.

• Monitor projects, deadlines, action items, and commitments throughout the organization.

• Follow up with team members to ensure timely completion of commitments.

• Identify bottlenecks, missing information, and potential delays.

• Maintain visibility into project status and outstanding priorities.

• Translate meetings and discussions into actionable items and ensure follow-through.

• Support leadership in upholding accountability across various initiatives.

• Keep organized systems on Google Drive, Slack, and other platforms used by the company.

• Assist with internal documentation and workflows.

• Recognize opportunities for process improvement, organization, and operational efficiency.

• Aid in administrative and operational projects.

• Organize, maintain, and update vital information.

• Streamline repetitive tasks and enhance productivity.

• Support the hiring process, including initial candidate interviews and reference verifications.

• Coordinate candidate communications and interview scheduling.

• Assist with onboarding and team-related administrative tasks.

• Utilize HubSpot and GoHighLevel for relevant tasks.

• Communicate, coordinate, and manage information using Slack.

• Employ ChatGPT or Claude for research, information organization, workflow improvement, and productivity enhancement.

• Quickly learn and adapt to new software and systems.

⛳️ Requirements

• Prior experience as an Executive Assistant, Project Coordinator, Project Manager, Operations Assistant, or a similar high-responsibility role.

• Experience providing support to executives, founders, or leadership teams in a dynamic environment.

• Exceptional organizational and project management abilities.

• Strong written and verbal communication skills in English.

• Keen attention to detail and capability to manage multiple priorities.

• Proven ability to work independently with minimal supervision.

• Strong follow-through and accountability.

• Ability to exercise sound judgment and make independent, reasonable decisions.

• Confidence in communicating with executives, team members, candidates, clients, and other stakeholders.

• High level of discretion in handling confidential information.

• Strong technological aptitude and ability to quickly learn new systems.

• Familiarity with HubSpot.

• Experience with GoHighLevel.

• Proficiency in Slack.

• Experience with Google Workspace / Google Drive.

• Knowledge of ChatGPT or Claude.

• Familiarity with project management and task-tracking platforms.

🏝️ Benefits

• Potential for salary increases based on performance.

• Opportunity for growth within a rapidly expanding company, with increasing responsibilities over time.