Executive Assistant

Title: Executive Assistant

Location: Phoenix, AZ or Las Vegas, AZ (local travel)

Type: Part-Time

Compensation: $20–$25/hour

We are seeking a highly organized, proactive Executive Assistant to provide part-time support to company leadership in a fast-paced recruiting environment. This role will focus on helping leadership stay organized, reducing administrative noise, and ensuring important communications, scheduling needs, and recruiting-related follow-ups receive timely attention.

The ideal candidate is comfortable bringing structure to a busy inbox and calendar rather than simply waiting for assigned tasks. This person should be able to assess priorities, identify where follow-up is needed, route information to the appropriate team members, and recommend more efficient ways to manage day-to-day administrative responsibilities.

In addition to traditional executive support, this role will assist with recruiting coordination and applicant management. Exposure to staffing, recruiting, HR, or hiring processes is especially valuable.

• Monitor and organize a high-volume Outlook inbox, identifying messages that require leadership’s direct attention and separating routine, marketing, spam, and lower-priority communications.
• Summarize important emails, open items, and active business needs so leadership can quickly understand where decisions, responses, or follow-up are required.
• Route relevant emails, updates, and information to recruiters or other appropriate team members and help reduce back and forth.
• Coordinate interview scheduling with candidates, including collecting availability, communicating time slots, confirming meetings, and managing schedule changes.
• Maintain leadership’s calendar, help prioritize commitments, resolve scheduling conflicts, and support travel planning and booking as needed.
• Communicate routine client feedback, status updates, scheduling information, and other recruiting-related details to the appropriate team members.
• Track information, deliverables, and outstanding items needed from clients or internal team members and follow up to keep recruiting activity moving.
• Support routine communication and administrative coordination between leadership and recruiters.
• Review leadership activity within recruiting systems and ensure relevant notes, updates, and activity are properly documented or routed to recruiters for visibility.
• Assist with applicant management and basic sourcing by reviewing resumes at a high level, identifying potentially relevant candidates for leadership review, organizing applicant activity, and sending appropriate candidate communications such as rejection notifications.
• Maintain accurate information across Outlook, applicant tracking/recruiting platforms, and other business systems.
• Help establish daily priorities, reminders, and organizational systems that make leadership’s workload more manageable.
• Assist with administrative needs such as travel coordination, company materials or swag, research, documentation, and other day-to-day projects.
• Look for opportunities to improve administrative workflows and proactively recommend ways to make executive support more efficient.
• Handle candidate, client, employee, and company information with professionalism and discretion.

• Previous experience in executive support, administrative support, recruiting coordination, HR, staffing, or a related role.
• Strong organizational skills with the ability to independently prioritize a high volume of information, requests, and follow-up items.
• Experience managing calendars, scheduling meetings or interviews, and coordinating across multiple participants.
• Strong email management skills, including the judgment to distinguish actionable,…