Executive Assistant & Recruiting Coordinator

Executive Assistant & Recruiting Coordinator

Do you thrive on keeping people, projects, and priorities moving forward? Are you the person others rely on to bring organization to chaos, anticipate needs before they arise, and ensure important details never fall through the cracks? Do you enjoy being the trusted right hand to leadership while creating exceptional experiences for candidates, employees, and visitors? Are you someone who doesn't just complete tasks but actively looks for ways to improve processes and make the business better?

If you answered yes to any of the questions above, then we need you as our Executive Assistant & Recruiting Coordinator! The Pond Guy / Airmax, Inc. is the leading manufacturer and distributor of pond, lake, and water garden products, including aeration systems, fountains, and water treatments, to a nationwide network of end-users and Airmax dealers.

Our Executive Assistant & Recruiting Coordinator serves as the administrative hub that keeps hiring efforts, executive priorities, and company initiatives moving forward. This position is based at our reception desk and serves as the first point of contact for visitors, applicants, vendors, and employees entering our facility. While greeting and assisting visitors is an important part of the role, the majority of your time will be spent supporting recruiting efforts, managing administrative processes, coordinating projects, and helping leadership execute key priorities.

This position reports directly to the Vice President of Culture & Customer Experience.

Success in this role requires exceptional organization, attention to detail, initiative, and sound judgment. The ideal candidate doesn't simply complete assigned tasks. They anticipate needs, identify opportunities for improvement, ask thoughtful questions, and contribute ideas that help the business operate more effectively.

Here are some examples of the actual work your day would include:

• Serve as a friendly, professional first point of contact for visitors, applicants, vendors, employees, and incoming calls
• Coordinate the candidate experience from sourcing through onboarding, including candidate communication, interview scheduling, applicant tracking, workflow management, and onboarding support
• Conduct outbound candidate sourcing through Linked In, Indeed, and other recruiting tools to identify and engage potential candidates
• Review incoming applications for assigned positions and assist with candidate pipeline management within the Applicant Tracking System (ATS)
• Generate recruiting reports, hiring metrics, and other data to support decision-making and workforce planning
• Assist with executive and departmental projects by gathering information, maintaining documentation, coordinating tasks, and ensuring initiatives stay organized and on track
• Take ownership of details, follow through on commitments and proactively keep projects and priorities moving forward without needing to be asked
• Create and maintain organizational charts, process documentation, procedures, reports, presentations, and other resources that support business operations and leadership initiatives
• Utilize project management tools (Asana) to track assignments, deadlines, and progress on key initiatives
• Coordinate meetings, conference rooms, schedules, and other administrative logistics to support leadership and department needs
• Assist with employee recognition programs, internal communications, training coordination, and culture initiatives as needed
• Purchase supplies, gifts, meeting materials, and other items needed to support business operations and employee engagement activities
• Support special projects and other duties as assigned that contribute to company goals and strategic priorities

Don't know about ponds? That's ok! You'll be trained to be proficient in your job. We utilize an interactive combination of hands-on and visual training to ensure everyone has a complete understanding of The Pond Guy's proactive approach to pond management.

Job Requirements

To be successful in this role, you need to have a certain amount of knowledge and skills:

• 5+ years of experience as an Executive Assistant, Senior…