Executive & Recruitment Assistant (FL0623FT)
Position: Executive & Recruitment Assistant Location: Remote Schedule: Monday to Friday, aligned with U.S. Pacific business hours (PST) Contract Type: Independent Contractor Agreement Availability: Full-time Time Zone: Pacific Time English Level: C1/Fluent
About the Role
We are looking for a highly organized and proactive Executive & Recruitment Assistant to support a senior executive across both her professional and personal life. This is a full-time role for someone who takes full ownership, anticipates needs, and keeps things moving without being asked twice. The role combines executive-level business support with personal logistics management, and also includes a significant recruiting coordination component. The right person is equally comfortable managing a calendar and sourcing candidates as they are handling a personal errand or building a workflow in Airtable.
Key Responsibilities
Manage the executive's calendar, scheduling, and daily appointments with precision and foresight. Coordinate travel, reservations, and personal errands seamlessly. Handle correspondence and communications on her behalf with professionalism and discretion. Lead recruiting support: source candidates, screen applications, schedule interviews, coordinate with staffing agencies, and track the full hiring pipeline. Build and maintain Airtable bases to organize candidate pipelines, track hiring progress, and manage operational workflows. Assist with business projects, meeting preparation, and timely follow-ups. Help manage household and personal logistics as needed. Anticipate needs and keep things running smoothly behind the scenes.
Requirements
Prior experience as a personal, executive, or business assistant is required. Hands-on recruiting experience — sourcing, screening, or coordinating hiring is required. Proficiency in Airtable, including building and managing bases, views, automations, and linked records. Strong command of Google Workspace and scheduling tools. Excellent organizational and time-management skills. Clear, professional written and verbal communication in English. Discretion and sound judgment when handling confidential information. Comfortable managing both personal and professional tasks within the same day. Resourceful, solutions-oriented, and collaborative mindset. Bilingual English and Spanish preferred.
Nice to Have
Experience supporting high-level executives or principals in a 1-on-1 capacity. Familiarity with project management or workflow automation tools beyond Airtable. Experience coordinating with external staffing agencies or recruitment platforms. What Success Looks Like The executive's calendar, communications, and logistics are managed proactively with zero dropped balls. The recruiting pipeline is organized, up to date, and moves forward without constant direction. Airtable systems are built and maintained in a way that gives clear visibility into all active workflows. Personal and professional tasks are handled with equal reliability and discretion. The assistant operates as a true extension of the executive — anticipating what is needed before being asked.