Executive Assistant to Chief Executive Officer

Job Description

Executive Assistant & Payroll Operations Coordinator

Location: 250 Park Avenue, New York, NY 10016

Compensation: $65 per hour ($135,200 annually) Plus EOY Bonus of Up to $10,000

Schedule: Four days per week

Work Arrangement: Primarily in-office during the first 90 days , with the opportunity to transition to 100% remote work thereafter

Schedule Options

Option 1

Sunday: 8:00 AM – 12:00 PM

Monday: 8:00 AM – 8:00 PM

Tuesday: 8:00 AM – 8:00 PM

Wednesday: 8:00 AM – 8:00 PM

Option 2

Wednesday: 8:00 AM – 8:00 PM

Thursday: 8:00 AM – 8:00 PM

Friday: 8:00 AM – 8:00 PM

Saturday: 8:00 AM – 12:00 PM

Job Description

Haraka Headhunters is seeking a highly organized, resourceful, discreet, and tech-savvy Executive Assistant & Payroll Operations Coordinator to work directly with the Founder & CEO of our legal staffing agency.

This is a unique role for someone who enjoys wearing multiple hats . The ideal candidate will be equally comfortable working with payroll spreadsheets, coordinating recruiting activities, managing a calendar, assisting with social media initiatives, organizing business operations, and handling personal administrative matters for the CEO.

Haraka Headhunters specializes in recruiting legal professionals, particularly attorneys, for law firms. Accordingly, an interest in law, legal staffing, recruiting, business operations, technology, and social media is highly desirable.

The successful candidate should be someone who sees a problem and thinks, “I can figure that out”

Payroll & Financial Administration

• Assist with the preparation, review, and administration of company payroll.
• Utilize ADP for payroll processing and related payroll administration.
• Assist with preparation and organization of expense reports.
• Assist with tax-filing preparation by organizing financial documents and information for the company's tax professionals.
• Assist with setting up and maintaining automatic payments for approved business and personal expenses.
• Coordinate with accountants, bookkeepers, payroll providers, and other professional service providers as needed.

Executive & Business Operations

• Manage the CEO's calendar, appointments, meetings, reminders, and scheduling priorities.
• Coordinate business and personal appointments, including medical and dental appointments.
• Arrange travel, transportation, accommodations, itineraries, and other travel logistics.
• Assist with scheduling and coordinating
• Handle confidential and sensitive information with a high degree of discretion.
• Assist with purchasing and ordering merchandise, supplies, gifts, promotional materials, and other items for both the company and the CEO personally.

Recruiting & Legal Staffing Support

• Assist with recruiting lawyers and other legal professionals for law firm clients.
• Utilize LinkedIn Recruiter to identify, research, contact, and organize prospective candidates.
• Assist with recruiting-related research and administrative projects.
• Communicate professionally with attorneys, law firms, candidates, vendors, and other business contacts.
• Social Media, Marketing & AI Content
• Assist with management of the company's Instagram and other social media platforms.
• Assist with recruiting AI cartoonists, illustrators, graphic designers, and other creative professionals to develop original social media content.
• Develop an interest and working knowledge of Google Ads, paid social media advertising, algorithms, audience targeting, and digital marketing.
• Assist with researching and testing strategies for growing the company's online presence.

Personal Executive Assistance

This position will also provide confidential personal administrative support to the CEO, including:

• Paying and organizing parking tickets and other personal administrative obligations.
• Scheduling doctors, dentists, hair, makeup, and other personal appointments.
• Coordinating personal travel arrangements.
• Researching and hiring household service providers, including cleaning professionals and vegan chefs.
• Ordering personal merchandise and other approved purchases.
• Coordinating personal appointments, errands, and administrative matters.
• Researching vendors and service providers and managing scheduling and follow-up.
• Assisting with other personal and professional matters that help the CEO operate efficiently.

Technology & Software

The ideal candidate should be comfortable learning and using a variety of technology platforms, including:

• ADP — payroll administration
• Microsoft Excel — spreadsheets, tracking, reporting, and financial organization
• Microsoft Office Suite — including Outlook, Word, Excel, and related applications
• Google Workspace — Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, etc.
• LinkedIn Recruiter — candidate sourcing and recruiting
• Social media platforms, particularly Instagram
• Google Ads and digital advertising platforms
• AI-powered productivity and content-creation tools

The candidate should be technologically curious and comfortable learning new software quickly.

Education Requirements

• Bachelor's degree in business, Political Science, or a related field preferred, but not required.
• Paralegal certification is a plus.
• Notary Public commission is a plus.
• Experience working in a family office or providing high-level executive/personal assistance is a plus.
• Experience in legal recruiting, staffing, law firms, professional services, payroll, accounting, or executive administration is highly desirable.
• Equivalent professional experience may substitute for formal educational credentials.

What We're Looking For

The ideal candidate is:

• Exceptionally organized and detail oriented.
• Highly trustworthy and discreet.
• Comfortable handling confidential financial, business, and personal information.
• Proactive rather than reactive.
• A strong communicator, both verbally and in writing.
• Resourceful and excellent at problem-solving.
• Comfortable managing competing priorities.
• Technologically savvy and eager to learn new tools.
• Interested in law, recruiting, staffing, business, technology, and social media.
• Comfortable interacting with attorneys, executives, vendors, candidates, and other professionals.
• Someone who takes ownership rather than waiting to be told what to do.
• Most importantly, we're looking for someone who understands that being an executive assistant is not simply about managing a calendar. It's about anticipating needs, solving problems, protecting the executive's time, and keeping the business moving.

What We're Offering

• $65 per hour / $135,200 annualized compensation
• End-of-year bonus of up to $10,000, contingent upon individual and overall company performance.
• Four-day workweek.
• Two schedule options designed to provide meaningful consecutive days off.
• Opportunity to work 100% remotely after 90 days , based on successful performance and the needs of the business.
• Opportunity to work directly with the Founder & CEO.
• Exposure to legal recruiting, staffing, business operations, payroll, marketing, social media, and entrepreneurship.
• Opportunity to develop a diverse and highly transferable professional skill set.

Our Philosophy on Work-Life Balance

At Haraka Headhunters, we believe productivity should be measured by results—not by how many days someone can sit at a desk

Our Founder & CEO has a simple philosophy: five-day workweeks are not a badge of honor. We believe great people deserve time to work hard, recharge, have a life, and come back ready to perform at their best.

We don't believe in glorifying burnout. We believe in working smarter, getting the job done, and leaving enough life outside of work to actually enjoy it.

Because at Haraka Headhunters, we're in the business of finding exceptional people—and we intend to treat exceptional people exceptionally well.

Feel free to submit your resume directly to: View email address on ziprecruiter.com

We are offering a $500 referral bonus in the event that our client hires the attorney you referred