Executive Administrative Assistant

Executive Support Manager - Recruitment Administration Global, inclusive and innovative - welcome to AMS, where talent connects across cultures and backgrounds to shape the future of work. We work with leading organisations to design and deliver talent strategies that bring together people, process, data and technology, helping millions of people find meaningful work every year. Our diverse, connected community collaborates to create results for clients and opportunities for our people to learn, grow and make an impact. At AMS, we look for people who bring more than experience, and we welcome different perspectives and ways of thinking. Executive Support Manager - Recruitment Administration Location: New York, 3-4 days a week in the office Hours: 40 hours per week full time Job type: Permanent Supports Executive Director/Managing Director (ED/MD) hiring by delivering high-touch, client‑facing recruiting coordination and operational excellence. This role enables Global TA Leads to spend more time with senior stakeholders by proactively managing interview logistics, candidate communications, documentation, and process execution for business‑critical, multi‑million‑dollar deal environments. The hiring activity supported by this role is highly visible and routinely reviewed by the firm’s most senior stakeholders. Role Purpose Own operational excellence for high‑touch ED/MD hiring, ensuring a seamless, compliant, and white‑glove candidate and stakeholder experience. Act as a trusted extension of the recruiting team (Global TA Leads and Recruiters) by taking on scheduling, candidate communications, documentation, and process execution so leads can remain focused on senior stakeholder engagement and MD‑level hiring outcomes. Operate with maturity and discretion when handling sensitive, business‑critical and confidential information. Key Accountabilities What you’ll be doing Executive Interview & Stakeholder Coordination Lead end‑to‑end interview scheduling and logistics for ED/MD‑level hiring, including complex multi‑time‑zone interview loops, senior stakeholder availability, and rapid pivots as priorities shift. Coordinate closely with Global TA Leads, recruiters, and executive stakeholders to ensure readiness, alignment, and an on‑brand experience throughout the process. Anticipate conflicts and constraints; identify risks early and elevate with sound judgment to protect timelines, confidentiality, and stakeholder relationships. Onsite Interview Day Support Serve as the onsite point of contact for hiring managers and candidates during in‑person interviews, ensuring a smooth, professional, and welcoming experience. Greet candidates, escort them to interview rooms, manage day‑of schedule changes, and coordinate basic hospitality in alignment with office and client‑facing standards. High‑Touch, Client‑Facing Candidate Experience Provide high‑touch, client‑facing candidate concierge support (communications, itineraries, prep materials, and day‑of coordination) aligned to the firm’s brand and service standards. Maintain a polished, executive‑ready communication style across email, calendar invites, and stakeholder updates; interface directly with senior‑level candidates to request compensation details and highly sensitive documentation with tact, confidentiality, and precision. Draft and/or coordinate senior‑level candidate write‑ups and summaries for internal stakeholders, ensuring accuracy, consistency, and appropriate handling of confidential information. Offer, Compensation & Executive Documentation Support Support offer process execution for senior hires, including collection/validation of compensation inputs and required documentation, and coordination of approvals with speed and accuracy. Coordinate sensitive visa/immigration logistics in partnership with internal stakeholders and external immigration counsel; track milestones and elevate risks that could impact start dates or deal timelines. Partner with the in‑house employment law team to route and track non‑standard offer letter language and requests (e.g., non‑solicitation, deferred compensation, equity buyouts, or other bespoke terms), maintaining strict confidentiality and clear audit trails. Recruiting Operations, Compliance & SLA Ownership Own recruiting operations process SLAs (e.g., scheduling adherence, cycle time, data accuracy) with urgency and precision in a highly corporate, fast‑paced environment. Maintain system accuracy and reporting integrity; ensure materials are audit‑ready and approvals are executed with pace. Handle highly sensitive and confidential information with discretion, including senior‑level compensation and business‑critical hiring activity; consistently apply information‑handling and data privacy standards. Identify operational bottlenecks and anticipate issues before they impact executive stakeholder or candidate experience; propose pragmatic, scalable improvements. Contribute to system and workflow enhancements across the TA function, reinforcing an executive‑ready standard of accuracy, responsiveness, and communication. Support the recruiting team with executive‑ready deliverables, including formatting and updating market maps, target lists, and related talent intelligence materials. Skills & Requirements You’ll need to demonstrate: Experience supporting executive‑level stakeholders in recruiting operations, executive search coordination, or high‑touch administrative roles. Demonstrated ability to manage complex scheduling, multiple time zones, and fast‑moving priorities with accuracy. Strong written communication skills and comfort interacting with senior internal and external stakeholders. Proficiency with recruiting and scheduling systems (e.g., ATS/CRM and Outlook/Calendar tools). Why AMS? At AMS, we come from every walk of life - and that’s what makes us unique. Our culture is open, inclusive and built on trust. We empower our people with the flexibility and autonomy to work in ways that bring out their best. We offer career opportunities in every direction you want to explore. We offer Growth and development focused on your strengths A team that values being Passionate, Bold, and Authentic Supportive communities such as our Employee Resource Groups (ERGs) Volunteer day – you get one additional paid day off each year to volunteer for a cause that matters to you We are committed to pay transparency and fairness. For this role, the initial expected remuneration is up to $114,000, plus applicable benefits (Medical/Rx, Dental, Vision, Spending Accounts, Life, Disability, Voluntary Benefits, 401(k), Paid Holidays/Vacation/Sick Time, Paid Parental Leave, Performance Bonus) This range is specific to the advertised locations and may not be applicable to other locations. Our statement We’re committed to creating an environment where everyone feels a sense of belonging. We welcome applicants from all backgrounds and encourage people with diverse skills, perspectives, and experiences to apply. We do not discriminate based upon age, disability, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, or any other applicable legally protected characteristic. If you require any accommodations or have any accessibility needs, please reach out via email or make a member of our Talent Acquisition team aware at any time. #J-18808-Ljbffr