Executive Assistant - Head of Talent

Executive Assistant – Head Of TalentA rapidly growing real estate investment firm in Dallas is seeking an exceptional Executive Assistant to support their Head of Talent in a 1:1 capacity. This is a unique opportunity that sits at the intersection of executive support, recruiting operations, candidate experience, and project management. The ideal candidate will serve as a true extension of the Head of Talent, taking ownership of the day-to-day logistics and coordination that keep a fast-moving recruiting function running seamlessly. This is not a traditional administrative support position. We are looking for someone who is highly proactive, exceptionally organized, and comfortable taking ownership. You will manage everything from complex interview scheduling and candidate communication to travel, onboarding, recruiting data, and special projects. The firm is experiencing significant growth, making this an exciting opportunity to join at a pivotal stage and play an important role in building out the organization.What You'll OwnComplex Interview SchedulingCoordinate a high volume of interviews across candidates, senior executives, hiring managers, and external search partners. Manage phone screens, virtual interviews, panels, and onsite meetings while anticipating and resolving scheduling conflicts before they become issues.Executive SupportManage the Head of Talent's calendar, strategically prioritizing recruiting activity and ensuring time is allocated effectively. Prepare candidate context and meeting materials in advance, coordinate business travel and recruiting events, and manage expenses and invoices accurately and efficiently.Candidate Travel & Interview LogisticsOwn all logistics for candidates traveling for interviews, including flights, hotels, ground transportation, itineraries, meeting rooms, video links, meals, and interviewer coordination. Ensure every candidate visit feels organized, polished, and thoughtfully executed from beginning to end.Offer & Closing CoordinationSupport the offer process from an administrative and logistical perspective, including offer documentation, background checks, references, candidate dinners, and other closing activities. Partner closely with the Head of Talent to ensure momentum is maintained throughout the final stages of the process.OnboardingCoordinate the onboarding process for new hires, ensuring equipment, systems access, workspace, and first-week schedules are prepared prior to each employee's start date. Create a seamless transition from candidate to new hire and ensure nothing falls through the cracks.Recruiting Operations & ReportingMaintain accurate and current information within the firm's applicant tracking system and candidate files. Ensure recruiting activity is documented promptly and consistently and assist with pipeline reporting and other recruiting-related data.Who You AreYou are a highly organized, proactive professional who thrives in a fast-paced environment where priorities and calendars can change quickly. You don't simply wait for requests. You anticipate what is needed, identify potential issues early, and come to the table with solutions. You are comfortable making judgment calls, taking ownership, and operating as a trusted extension of a senior leader.QualificationsPrior experience in executive support, recruiting coordination, talent acquisition operations, or a similarly fast-paced support roleExperience managing complex, frequently changing calendars, and scheduling across multiple stakeholdersExceptional written and verbal communication skillsStrong attention to detail and ability to manage multiple priorities simultaneouslyPolished, professional approach to candidate and executive interactionsStrong hospitality instincts and a commitment to providing an exceptional candidate experienceAbility to anticipate needs and solve problems independentlyHigh level of discretion, judgment, and professionalismComfort operating in a high-growth, entrepreneurial environment Career Source Group, LLC