Executive & Recruitment Assistant (FL0611FT)

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.