Executive Operations Assistant Recruiting & Management

About the Role

We are looking for a highly organized and proactive Executive Operations Assistant to work directly with senior leadership and support the coordination of our recruiting and management teams. This person will serve as a central point of coordination between leadership, managers, and recruiters — ensuring priorities are communicated, tasks are completed, meetings are organized, and leadership has clear visibility into recruiting and operational activities.

This is an execution-focused role requiring strong follow-through, communication, discretion, and comfort working with CRM and reporting tools.

Key Responsibilities

• Receive priorities and instructions directly from senior leadership and coordinate execution with managers and recruiters.
• Maintain a centralized tracker for assignments, deadlines, pending items, and completed tasks.
• Follow up with task owners and escalate delays or blockers when necessary.
• Track recruiting activity including submissions, interviews, offers, starts, and placements.
• Monitor MeghaX CRM for recruiter activity, candidate status, placements, and required updates.
• Prepare concise daily and weekly management reports using CRM and team data.
• Maintain the team holiday/PTO calendar and provide visibility into upcoming absences.
• Schedule leadership calls, management meetings, recruiter reviews, and other internal meetings.
• Prepare meeting agendas when required and track action items following meetings.
• Coordinate with managers to collect updates, reports, and information requested by leadership.
• Maintain confidentiality when handling employee, management, recruiting, and company information.
• Identify items requiring leadership attention and present them with the relevant information for quick decision-making.

Qualifications

• Bachelor's degree in Business Administration, Management, Human Resources, Commerce, Technology, or a related field.
• 2–5 years of experience in executive support, recruiting operations, business operations, project coordination, PMO, or a similar role.
• Experience in IT staffing, recruiting, or consulting is strongly preferred.
• Experience working with CRM/ATS systems; ability to quickly become proficient in MeghaX.
• Strong working knowledge of Excel/Google Sheets, Outlook, Teams/Zoom, and calendar management.
• Strong written and verbal communication skills.
• Ability to work with multiple managers and teams while maintaining organization and deadlines.
• Strong attention to detail and ability to handle confidential information.

What We're Looking For

The ideal candidate:

• Has exceptional follow-through and does not allow tasks to get lost.
• Is comfortable following up with recruiters and managers at different levels.
• Can professionally push for updates when deadlines are approaching.
• Understands when to resolve an issue independently and when to escalate it.
• Can review CRM data and identify missing or inconsistent information.
• Can turn multiple team updates into a short, clear executive summary.
• Is proactive, dependable, technology-oriented, and comfortable working in a fast-paced environment.

What Success Looks Like

Senior leadership should be able to provide an instruction once and trust that this person will coordinate the necessary people, monitor progress, and return with either a completed outcome or a clear explanation of what is blocking completion.