Executive Assistant- Operations Coordinator

About the Role

We are seeking a highly organized, proactive Executive Assistant / Operations Coordinator to support senior leadership while also assisting the Operations team with execution and follow-through. This is a hybrid role that blends executive-level support, client coordination, and operational task management.

The ideal candidate understands urgency, can prioritize effectively, and is comfortable working across systems, teams, and client-facing workflows with minimal supervision.

Key Responsibilities

Executive Support

• Provide daily overviews of meetings and priorities, ensuring leadership is prepared and aligned
• Understand the executive’s day-to-day flow and anticipate needs
• Assist with client emails and communications when needed
• Manage and send documents via DocuSign
• Scheduling candidate interviews
• Other tasks as they come up
• Client & Search Operations
• Send client status updates every 7 business days

Manage active searches, including

• Setting benchmarks for each new search
• Tracking urgency and progress
• Draft and send client introduction emails and Search Is Live emails
• Understand and act on client priority and importance
• Recruitment Systems & ATS Management

Manage Workable, including

• Adding new clients
• Removing inactive clients
• Creating, editing, and closing job postings
• Maintain overall ATS accuracy and hygiene
• Verify candidate credentials (CDDs) once candidates pass the 4th interview stage
• Coordinate Culture Index or other client assessment for candidate results

Operations Team Support

• Assist the Operations team with non-urgent tasks, follow-ups, and documentation
• Collaborate closely with Recruitment and Operations teams to ensure alignment
• Help track tasks, deadlines, and handoffs between teams
• Support operational reporting and process follow-through
• Document & Platform Management
• Manage SharePoint, including job description organization and version control
• Maintain clean, consistent documentation across systems
• Ensure accuracy of internal and client-facing materials

Core Competencies

• Strong sense of urgency and prioritization
• Highly organized, detail-oriented, and process-driven
• Excellent written and verbal communication skills
• Comfortable working independently across executive and operations tasks
• Confident managing multiple systems and workflows
• Professional, discreet, and trustworthy

Preferred Experience

• Experience in recruitment, staffing, or client services environments
• Familiarity with Workable or other ATS platforms
• Experience with SharePoint, DocuSign, and CRM/HR tools
• Prior hybrid EA + Operations or Coordinator role experience

Advanced Excel

Requirements

This is a full time role

Up to $6/hr

100% Remote

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Remote Raven is a staffing remote agency specializing in connecting businesses, all over the world., with highly educated and skilled remote professionals, or "Ravens," primarily based in the Philippines.

The company provides tailored solutions to meet diverse client needs, ranging from administrative support and accounting to specialized roles like digital marketing and graphic design, as long as the work can be done remotely.