Executive Assistant – Operations Manager
Job Description:
- Manage and coordinate calendars across multiple priorities
- Schedule, confirm, and adjust meetings in real time
- Ensure all calls and meetings are properly prepared and executed
- Manage Gmail and/or Outlook inbox, including drafting and organizing communications
- Maintain CRM (HubSpot) with accuracy and track all leads and clients through pipeline stages
- Coordinate client onboarding, documentation, confirmations, and follow-ups
- Manage candidate pipeline within ATS (Workable), including organizing and tracking applicants
- Support social media scheduling, posting, and engagement across LinkedIn and Instagram
- Assist with personal scheduling, appointments, and administrative logistics
- Coordinate with internal and external partners to support daily operations
- Utilize tools such as Jotform for intake, documentation, and workflow tracking
- Provide daily updates on priorities, pipeline status, and key operational items
- Proactively identify and resolve operational issues
Requirements:
- High school diploma or equivalent required
- Bachelor’s degree preferred
- Experience with calendar management, scheduling, and executive support
- Experience with CRM systems (HubSpot preferred)
- Familiarity with applicant tracking systems (Workable preferred)
- Experience in client coordination, recruiting support, or administrative operations
- Experience managing inbox communications and prioritization
- Strong organizational and time management skills
- Excellent written communication skills
- Ability to manage multiple priorities effectively
- High attention to detail and accuracy
- Professional, reliable, and responsive
- Proficiency in Gmail and/or Outlook
Benefits:
- Work From Home
- Training & Development
- Performance Bonus