What are the responsibilities and job description for the Executive Administrative Assistant position at Talent Wave Associates?
Executive Administrative Assistant & Recruitment Coordinator
Location: Toledo, OH (Onsite, Monday-Friday)
Compensation: $37,000 - $45,000 annually
Employment Type: Full-Time
About Us
We are a fast-growing staffing and recruiting agency supporting clients across multiple industries. As we continue to expand, we are seeking a highly organized, proactive Executive Administrative Assistant who can also support recruitment coordination efforts. This role provides direct support to our Senior Director of Business Development and both Executive Co-Founders, ensuring smooth operations and exceptional candidate and client experience.
Position Overview
The Executive Administrative Assistant & Recruitment Coordinator will manage high-level administrative duties while owning key aspects of the recruiting workflow. This is a multi-faceted role ideal for someone who thrives in a fast-paced environment, enjoys wearing many hats, and brings strong communication and organizational skills.
Key Responsibilities
Executive Support (50%)
- Provide daily administrative support to the Senior Director of Business Development and Executive Co-Founders.
- Manage calendars, schedule meetings, and coordinate internal and external appointments.
- Prepare reports, presentations, and meeting materials.
- Handle travel arrangements, expense tracking, and reimbursements.
- Maintain confidentiality and handle sensitive information with discretion.
- Assist the Director Business Development - Search, with client follow-up, document preparation, and CRM updates when needed.
- Screen resumes and conduct initial candidate outreach as needed.
- Schedule interviews between candidates, recruiters, and hiring managers.
- Prepare and send offer letters or onboarding documents as directed.
- Maintain accurate records in the ATS (e.g., JobDiva or similar systems).
- Ensure an exceptional experience for all candidates through consistent communication and follow-up.
- Support weekly reporting on recruitment activity and candidate pipeline status.
- 1-3 years of experience in professional/executive administrative support, HR coordination, recruitment, or similar roles.
- Strong organizational skills with the ability to prioritize and manage multiple tasks at once.
- Excellent written and verbal communication skills.
- High level of professionalism, discretion, and confidentiality.
- Comfortable working onsite 5 days per week in Toledo, OH.
- Proficiency with Microsoft Office Suite and ability to learn new systems quickly (ATS/CRM experience preferred).
- Ability to thrive in a fast-paced, entrepreneurial environment.
- Competitive salary: $37,000-$45,000 and excellent benefits
- Opportunity to work closely with senior leadership and learn the staffing industry from the inside
- Growing company environment with room for development
- Stable Monday-Friday schedule with hands-on support from a collaborative team
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Salary : $37,000 - $45,000