Executive Virtual Assistant

Role Description

We’re looking for an Executive Virtual Assistant (Recruiting & Operations) to support scheduling, recruiting, and day-to-day coordination across the company. You’ll help keep hiring and internal operations running smoothly by managing calendars, organizing candidate pipelines, and maintaining systems with accuracy and care. This role is ideal for someone highly organized, proactive, and comfortable learning new tools quickly. If you enjoy problem-solving and creating order in fast-paced environments, you’ll thrive here.

Qualifications

• 3+ years of experience in administrative, recruiting, or operations support
• Strong attention to detail and organizational skills
• Proactive and resourceful with a problem-solving mindset
• Excellent written and verbal communication skills
• Experience using tools like Google Workspace, Slack, Notion, and an ATS (Ashby, Lever, Greenhouse, or similar)
• Able to work independently while maintaining strong follow-through on tasks and priorities

Requirements

• Manage calendars, schedule interviews, and coordinate meetings with internal and external stakeholders
• Handle time zone coordination and ensure smooth communication between teams
• Prepare agendas, take structured meeting notes, and follow up on next steps
• Support the recruiting process by scheduling interviews, maintaining candidate records, and tracking progress in the ATS
• Keep recruiting pipelines and applicant data accurate and up to date
• Communicate with candidates and hiring managers to ensure an efficient and positive experience
• Assist with posting jobs, organizing resumes, and monitoring candidate sources
• Maintain internal documents, trackers, and reports across teams
• Help refine systems and processes to improve efficiency
• Learn and adapt quickly to new tools used across the company
• Anticipate operational needs and proactively address potential issues

Benefits

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you feel most productive
• Work directly with leadership in a fast-moving health-tech startup
• Opportunity to build skills in operations, recruiting, and process management

How to Apply

Please include:

• Your updated resume
• A short 1–2 minute Loom video introducing yourself and describing how you stay organized and manage competing priorities

Only complete applications that include both a resume and Loom video will be reviewed.

Application Process Overview

• Initial Application - Submit your application and complete our prequalifying questions
• Video Introduction - Record a video introduction to showcase your communication skills and work experience
• Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
• Recruitment Interview - Initial screening with our talent team
• Executive Interview - Meet with senior leadership to discuss role alignment
• Client Interview - Final interview with the client team you'd be supporting
• Background & Reference Check - Professional reference verification
• Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.