Executive Assistant

Riviera Partners is the leading Executive Search firm for Engineering, Product, and Design talent. We deliver the talent that enables technology, transforms companies, disrupts markets, and creates maximum value. Riviera Partners leverages technology to amplify its business. Riviera’s proprietary Talent Intelligence and Recruiting Platform leverages machine learning to standardize and automate our proven recruiting methodology. Built for recruiters, hiring managers, and candidates to make recruiting smarter, simpler, and done right.

About The Position

We are seeking an engaging, proactive, and detail-oriented Executive Assistant. This role requires a highly organized individual who thrives in a fast-paced, growth-oriented environment and is enthusiastic about taking on new challenges. The ideal candidate will have a professional, friendly demeanor, excellent communication skills, and the ability to anticipate needs and manage multiple priorities with precision.

Responsibilities:

• Calendar and Meeting Management: Manage calendars for executive recruiters, clients, and team meetings, ensuring alignment and efficiency across schedules. Coordinate meeting logistics and assist in preparing agendas and materials.
• Inbox and Calendar Hygiene: Monitor and maintain inbox hygiene, pre-draft responses as needed, and ensure communications are streamlined. Apply strong judgment in differentiating between work and personal matters to proactively support executives.
• Candidate and Client Support: Serve as a key point of contact by handling candidate and client communications, including transcribing notes, managing email correspondence, and coordinating interviews and meetings.
• Coordinate meeting logistics and assist in preparing agendas and materials.
• Research and Documentation: Assist in researching client information for executive searches and support the preparation of documents related to new searches.
• Pipeline and Candidate Management: Work closely with hiring managers and recruiting coordinators to facilitate candidate scheduling for executive searches. Maintain accurate tracking of the candidate interview process through search spreadsheets.
• Business Development and Database Management: Support the Partner’s business development pipeline in Salesforce by updating records, managing data entry, and tracking client interactions. Coordinate and send email outreach to prospective candidates for active searches.
• Project Support and Campaign Management: Assist in managing Salesforce campaigns and other team initiatives, including project tracking and reporting.
• Invoice and Expense Management: Collaborate with Accounting to ensure timely processing of bills and invoices. Manage travel arrangements, expenses, and reimbursement documentation.

You Bring:

• A Bachelor's degree (BA or BS)
• 3-5 years of experience in project coordination, administrative support, or recruiting coordination
• Exceptional verbal and written communication skills, including proofreading and editing capabilities
• A collaborative mindset with the ability to work effectively both independently and within a team
• Strong organizational skills, good judgment, and the ability to prioritize and meet deadlines
• A meticulous attention to detail with the ability to perform tasks accurately and independently
• Experience in the tech industry is a plus, along with a passion for technology

You’ll Stand Out If You Are:

• Proactive and Resourceful: Driven to anticipate needs, solve problems, and learn from mistakes
• Adaptable and Flexible: Able to navigate changing priorities with a sense of humor and resilience
• Highly Organized: Naturally detail-oriented and skilled at project management and multitasking
• Team-Oriented and Personable: A hardworking, friendly individual who is eager to support the team wherever needed

Riviera Partners is proud to be an equal-opportunity workplace. We are committed to equal employment opportunity without unlawful regard to race, color, ancestry, religion, gender, national origin, sexual orientation, age, citizenship, marital status, disability, veteran status, or any other local legally protected characteristic. We are an E-Verify employer.