Executive Assistant

Job Description

Job Description

Title: Executive Assistant

Location: Phoenix, AZ or Las Vegas, AZ (local travel)

Type: Part-Time

Compensation: $20–$25/hour

Position Overview

We are seeking a highly organized, proactive Executive Assistant to provide part-time support to company leadership in a fast-paced recruiting environment. This role will focus on helping leadership stay organized, reducing administrative noise, and ensuring important communications, scheduling needs, and recruiting-related follow-ups receive timely attention.

The ideal candidate is comfortable bringing structure to a busy inbox and calendar rather than simply waiting for assigned tasks. This person should be able to assess priorities, identify where follow-up is needed, route information to the appropriate team members, and recommend more efficient ways to manage day-to-day administrative responsibilities.

In addition to traditional executive support, this role will assist with recruiting coordination and applicant management. Exposure to staffing, recruiting, HR, or hiring processes is especially valuable.

Key Responsibilities

• Monitor and organize a high-volume Outlook inbox, identifying messages that require leadership's direct attention and separating routine, marketing, spam, and lower-priority communications.
• Summarize important emails, open items, and active business needs so leadership can quickly understand where decisions, responses, or follow-up are required.
• Route relevant emails, updates, and information to recruiters or other appropriate team members and help reduce back and forth.
• Coordinate interview scheduling with candidates, including collecting availability, communicating time slots, confirming meetings, and managing schedule changes.
• Maintain leadership's calendar, help prioritize commitments, resolve scheduling conflicts, and support travel planning and booking as needed.
• Communicate routine client feedback, status updates, scheduling information, and other recruiting-related details to the appropriate team members.
• Track information, deliverables, and outstanding items needed from clients or internal team members and follow up to keep recruiting activity moving.
• Support routine communication and administrative coordination between leadership and recruiters.
• Review leadership activity within recruiting systems and ensure relevant notes, updates, and activity are properly documented or routed to recruiters for visibility.
• Assist with applicant management and basic sourcing by reviewing resumes at a high level, identifying potentially relevant candidates for leadership review, organizing applicant activity, and sending appropriate candidate communications such as rejection notifications.
• Maintain accurate information across Outlook, applicant tracking/recruiting platforms, and other business systems.
• Help establish daily priorities, reminders, and organizational systems that make leadership's workload more manageable.
• Assist with administrative needs such as travel coordination, company materials or swag, research, documentation, and other day-to-day projects.
• Look for opportunities to improve administrative workflows and proactively recommend ways to make executive support more efficient.
• Handle candidate, client, employee, and company information with professionalism and discretion.

Qualifications

• Previous experience in executive support.
• Previous experience in administrative support, recruiting coordination, HR, staffing, or a related role.
• Strong closed-loop follow-through: Proactively track delegated tasks, requests, and open items through completion, including following up with others, escalating when needed, and ensuring nothing gets lost or left unresolved.
• Strong organizational skills with the ability to independently prioritize a high volume of information, requests, and follow-up items.
• Experience managing calendars, scheduling meetings or interviews, and coordinating across multiple participants.
• Strong email management skills, including the judgment to distinguish actionable, time-sensitive, delegable, and low-priority communications.
• Excellent written communication skills and comfort handling routine professional correspondence on behalf of leadership.
• Ability to summarize information clearly and surface the most important actions, decisions, and follow-ups.
• Strong attention to detail when maintaining records, documenting activity, and transferring information between systems.
• Comfortable learning and working across multiple technology platforms simultaneously.
• Ability to work independently in a remote environment, anticipate needs, and follow tasks through to completion.
• Sound judgment when working with confidential or sensitive business, client, and candidate information.
• Proactive problem-solving skills and a willingness to recommend better processes rather than relying solely on established procedures.

Preferred Skills

• Experience supporting an executive or senior leader in a fast-moving environment.
• Previous exposure to recruiting, staffing, talent acquisition, HR, or candidate-facing hiring processes.
• Experience with applicant tracking systems (ATS), recruiting platforms, or candidate databases.
• Familiarity with Outlook and Microsoft 365; experience with recruiting platforms such as Loxo or Crelate/Corecruit is a plus.
• Experience reviewing resumes or applications and recognizing basic alignment with professional or executive-level searches.
• Familiarity with AI tools and an interest in using technology to summarize information, organize work, and improve administrative efficiency.
• Experience coordinating business travel and managing changing schedules.
• Ability to bring structure to loosely defined needs and help determine the most effective ways to support a busy executive.