Administrative Assistant

Responsibilities

• Oversee logistics for active hiring efforts across several openings, helping move candidates efficiently through each stage of the recruitment process.
• Create, update, and monitor job advertisements across external hiring channels such as LinkedIn, Handshake, and similar platforms to maintain accurate visibility for open roles.
• Act as the main point of contact for third-party recruiters and search partners, ensuring clear communication and smooth coordination throughout searches.
• Maintain organized candidate tracking records, interview notes, and status updates so hiring teams have current information on recruiting activity.
• Cook up interview schedules by aligning availability across applicants, recruiters, and internal team members while managing calendar changes as needed.
• Arrange and distribute candidate assessments, including thorough reviews and Excel-related exercises, and help ensure materials are completed and documented properly.
• Prepare summaries, hiring activity reports, and progress updates for leadership to support decision-making and visibility into open searches.
• Provide administrative support by managing calendars, drafting business documents, preparing meeting materials, and assisting with special projects as priorities arise.
• Help maintain office operations by ordering supplies, coordinating deliveries and maintenance requests, and supporting team meetings, lunches, and occasional firm events.

Requirements

• Demonstrated ability to stay organized, manage details carefully, and maintain accuracy across multiple concurrent tasks.
• Strong written and verbal communication skills with the ability to interact effectively with candidates, colleagues, and external partners.
• Experience handling scheduling, meeting coordination, and general administrative processes in an office setting.
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams.
• Ability to prioritize competing deadlines and work independently while remaining responsive to team needs.
• Strong interpersonal skills and sound judgment when handling confidential or time-sensitive information.

Qualifications

• Background in recruiting coordination, office administration, or workplace support is preferred.
• Additional experience with data entry, inbound call handling, or front desk and receptionist-related duties is a plus.