Executive Assistant & Recruiting Coordinator

Job Description

Job Description

Do you thrive on keeping people, projects, and priorities moving forward? Are you the person others rely on to bring organization to chaos, anticipate needs before they arise, and ensure important details never fall through the cracks? Do you enjoy being the trusted right hand to leadership while creating exceptional experiences for candidates, employees, and visitors? Are you someone who doesn't just complete tasks but actively looks for ways to improve processes and make the business better?

If you answered yes to any of the questions above, then we need you as our Executive Assistant & Recruiting Coordinator! See the details of the position below.

The Pond Guy / Airmax, Inc. is the leading manufacturer and distributor of pond, lake, and water garden products, including aeration systems, fountains, and water treatments, to a nationwide network of end-users and Airmax dealers.

Watch now to learn more about The Pond Guy:

Our Executive Assistant & Recruiting Coordinator serves as the administrative hub that keeps hiring efforts, executive priorities, and company initiatives moving forward. This position is based at our reception desk and serves as the first point of contact for visitors, applicants, vendors, and employees entering our facility. While greeting and assisting visitors is an important part of the role, the majority of your time will be spent supporting recruiting efforts, managing administrative processes, coordinating projects, and helping leadership execute key priorities. This position reports directly to the Vice President of Culture & Customer Experience.

Success in this role requires exceptional organization, attention to detail, initiative, and sound judgment. The ideal candidate doesn't simply complete assigned tasks. They anticipate needs, identify opportunities for improvement, ask thoughtful questions, and contribute ideas that help the business operate more effectively.

Here are some examples of the actual work your day would include:

• Serve as a friendly, professional first point of contact for visitors, applicants, vendors, employees, and incoming calls
• Coordinate the candidate experience from sourcing through onboarding, including candidate communication, interview scheduling, applicant tracking, workflow management, and onboarding support
• Conduct outbound candidate sourcing through LinkedIn, Indeed, and other recruiting tools to identify and engage potential candidates
• Review incoming applications for assigned positions and assist with candidate pipeline management within the Applicant Tracking System (ATS)
• Generate recruiting reports, hiring metrics, and other data to support decision-making and workforce planning
• Assist with executive and departmental projects by gathering information, maintaining documentation, coordinating tasks, and ensuring initiatives stay organized and on track
• Take ownership of details, follow through on commitments and proactively keep projects and priorities moving forward without needing to be asked
• Create and maintain organizational charts, process documentation, procedures, reports, presentations, and other resources that support business operations and leadership initiatives
• Utilize project management tools (Asana) to track assignments, deadlines, and progress on key initiatives
• Coordinate meetings, conference rooms, schedules, and other administrative logistics to support leadership and department needs
• Assist with employee recognition programs, internal communications, training coordination, and culture initiatives as needed
• Purchase supplies, gifts, meeting materials, and other items needed to support business operations and employee engagement activities
• Support special projects and other duties as assigned that contribute to company goals and strategic priorities

Don't know about ponds? That's ok! You'll be trained to be proficient in your job. We utilize an interactive combination of hands-on and visual training to ensure everyone has a complete understanding of The Pond Guy's proactive approach to pond management.

Job Requirements

To be successful in this role, you need to have a certain amount of knowledge and skills:

• 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Recruiting Coordinator, Office Administrator, or similar professional support role
• Demonstrated experience supporting leaders, coordinating multiple priorities, and maintaining a high level of organization in a fast-paced environment
• Experience supporting recruiting activities, including candidate communication, interview coordination, applicant tracking systems, and candidate sourcing
• Strong proficiency with Microsoft Office and the ability to quickly learn new software, systems, and technologies
• Excellent written and verbal communication skills with a strong customer service mindset
• Strong judgment, attention to detail, and the ability to make sound decisions while exercising discretion and maintaining confidentiality when handling sensitive information
• Demonstrated initiative, problem-solving ability, and a track record of improving processes or finding more efficient ways to accomplish work
• Willingness to leverage AI and emerging technologies to improve productivity, streamline processes, and support business objectives

We're looking for an Executive Assistant & Recruiting Coordinator who is highly organized, resourceful, and confident enough to contribute ideas, not just complete assignments. You take ownership of your work, ask thoughtful questions, and aren't afraid to respectfully challenge assumptions when you see a better way forward. You thrive in a fast-paced environment where every day looks a little different, and you genuinely enjoy helping people, solving problems, and keeping important priorities moving.

The words "can't" and "impossible" aren't part of your vocabulary. You anticipate needs, think ahead, and take pride in finding solutions that make life easier for your team and create better outcomes for the organization.

Availability

This full-time on-site position that is located at our headquarters, 15425 Chets Way, Armada, MI 48005. You must be available to work between the hours of 8 a.m. and 5 p.m., Monday through Friday.

This position requires manual dexterity for typing, sitting at a desk, and looking at a computer screen/typing for long periods of time. In addition, portions of the training require shadowing other departments that may require physical activity, including lifting 25-35 pounds and standing for long periods.

Compensation

This is a full-time hourly position. For full-time permanent employees, benefits include:

• Blue Cross Blue Shield Healthcare   
• Blue Cross Blue Shield Dental Insurance   
• Blue Cross Blue Shield Vision Insurance   
• Short-term Disability Insurance   
• Long-term Disability Insurance   
• Accident Insurance   
• Critical Illness Insurance   
• Life Insurance   
• Paid Time Off   
• Holiday pay effective immediately (8 holidays recognized)   
• 401 (k) with employer 4% match and revenue sharing   
• Employee Referral program
• Additional Training Programs: Career Development and Department Shadows   

Company Overview 

TPG, Inc. is a growing company with over 160 employees. We are a manufacturing company for pond, lake, and water garden supplies with customers in all 50 states, servicing both wholesale and end-users. We have customers with large ponds used for swimming, fishing, and ice skating, and customers with decorative water gardens containing Koi, waterfalls, and plants. Our mission is to help the world enjoy ponds by being passionate, knowledgeable, and providing innovative solutions. 

TPG, Inc. is not just a team, we’re a tribe that is ongoing and more like a family.  We have fun, pursue our goals, and help each other grow. Becoming part of TPG, Inc. means more than getting a job; it’s a career move. We will give you the support you need to grow with us. 

Company Divisions 

TPG, Inc. encompasses a family of businesses to support customers in all pond aspects.  

Airmax, Inc. – business-to-business and manufacturing. airmaxeco.com   

The Pond Guy, Inc. – direct-to-consumer. thepondguy.com  

The Pond Guy, Inc. – local services division. weknowponds.com  

How To Apply For This Position 

Step 1: Submit Your Resume. 

Step 2: If selected for further review, you will receive a request to take a ten-minute survey. Please complete the survey within three days of receipt. 

Step 3: If selected for further review, you will be contacted for an interview. 

The Pond Guy, Inc. prides itself on the quality of its employees, and as such, candidates who receive a job offer will be required to successfully pass a drug/toxins test and background check.

Candidates must be authorized to work in the United States. This position is not eligible for visa sponsorship.