Executive & Recruitment Assistant (FL0611FT)

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

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

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6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...