Executive Assistant

6 days ago

Southampton, United States Hire Society Full time

Requirements:

• Strong command of English language with superior communication skills, both written and verbal

• Bachelor’s degree from an accredited 4 year College or University preferred but not required

• Excellent references required from both current and previous employers

• Minimum 2-5+ years related experience working as an EA, EPA or Office Manager

• High EQ a MUST

• Ability to exercise quick and accurate judgment

• Strong time management skills with the ability to prioritize tasks efficiently

• Exceptional organizational skills with a strong attention to detail and a dedication to responsibilities

• Adept in working in fast-paced, ever-changing environments where the utmost discretion and confidentiality are required

• Tech savvy with proficiency in all Apple products and Microsoft Office Suite with an emphasis on Word, Outlook, and Excel as well as the ability to quickly learn new programs including an ATS system

• Ability to work both individually as a self-start and also as a team player

• Authorized to work within the United States


Job Description:

Busy private service recruitment company seeks a motivated and well-organized Executive Assistant to work directly with the President, Owner, and Executive Team. This individual will support the organization with scheduling and assisting with the day-to-day management of the Southampton office. Duties will include heavy calendaring, document filing and processing, database inputting, drafting job descriptions and correspondence (including references), candidate/client coordination, organizing office initiatives and potentially some active candidate sourcing. Seamless communication will be paramount in this role as well as excellent follow-through skills and the ability to balance multiple responsibilities simultaneously with ease. The ideal candidate will be energetic, detail-oriented, organized, and thrive in a team-centric atmosphere. The schedule for this role will be business hours, Monday to Friday, partially remote/hybrid with one to two days remote and three to four days in the Southampton office as well as flexibility to work some occasional evenings and/or weekends remotely as correspondence may require.


Job responsibilities include, but are not limited to:


Requirements:

  • Oversee and manage day-to-day office operations and logistics while maintaining consistency of standards and procedures
  • Maintain and manage calendars across time zones
  • Coordinate meetings and heavy correspondence across multiple platforms
  • Create and implement a daily checklist to ensure and maintain productivity
  • Answer phone calls, check email messages, and relay to appropriate team members
  • Draft email correspondence, job descriptions, and references
  • Organize and screen mail and packages
  • Schedule and coordinate phone, Zoom, and in-person interviews and meetings both internally and on behalf of clients
  • Process documents, help maintain the application tracking system (ATS), and candidate database
  • Organize, package, ship, and receive deliveries
  • Take meeting notes and distribute accordingly
  • Assist in organizing and attending job fairs and recruitment events
  • Candidate sourcing, resume screening, and intake interviews as requested
  • Assist the President and Executive Team in executing full-cycle recruitment processes
  • Provide additional administrative support for the Executive Team as needed
  • Additional assistant and operational duties as requested

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