Administrative Assistant

About the role

We are a fast-paced recruitment agency looking for a proactive, tech-forward Recruitment & Executive Operations Administrator to serve as the operational backbone of our team. In this role, you will bridge candidate coordination, database management, market research, and executive support.

If you are obsessed with organization, love using modern tech/AI tools to automate repetitive workflows,

this is a suitable role for you.

Key Responsibilities

1. Candidate Coordination & Database Allocation

• Interview Scheduling: Coordinate multi-stage candidate interviews across Asia time zones between hiring clients, candidates, and internal consultants.

• Database Curation & Allocation: Review, tag, and consolidate incoming candidate profiles within our Applicant Tracking System (ATS) / CRM, systematically allocating top talent to relevant Account Managers.

• Active Candidate Auditing: Conduct online research (via LinkedIn, corporate registries, and web searches) to verify candidates’ current employment status, titles, and activity.

2. Client Account & Pipeline Management

• Client Data Management: Maintain and update client records, active job requisitions, and hiring status logs.

• Account Manager Liaison: Proactively chase and follow up with Account Managers for pipeline updates, interview feedback, and client meeting notes to keep the database immaculate.

3. Research & Market Intelligence

• Support recruiters with desk research, mapping target companies, identifying candidate pools, and gathering industry trends.

• Utilize online tools and databases to surface market intelligence for new pitch proposals.

4. AI Tools & Workflow Automation (Desirable)

• Explore, test, and implement AI tools (e.g., automated scheduling software, AI resume screeners, data enrichment tools) to streamline administrative tasks and data entry.

• Serve as the internal advocate for adopting modern tech to improve operational efficiency.

5. Company Administration & Personal Executive Support

• Handle general company administrative tasks, document formatting, and vendor/office coordination.

• Assist senior leadership with administrative support (managing calendars, organizing events, and ad-hoc tasks).

Requirements & Qualifications

• Experience: 1–3+ years of experience in administrative, recruitment coordination, data management, or executive assistant roles (agency recruitment background is a strong plus).

• Tech-Savvy / AI Affinity: familiarity with recruitment CRMs/ATS, Microsoft 365, Google Workspace, and LinkedIn. A strong passion for or practical understanding of AI tools (ChatGPT, automation tools like Zapier, AI schedulers) is highly preferred.• Attention to Detail: Excellent organizational skills with an ability to manage messy data and turn it into structured, actionable insights.

• Communication: Clear, confident, and professional verbal and written communication skills for engaging with clients, candidates, and internal stakeholders. English 100% needed, Mandarin is helpful.

• Proactive Mindset: Resourceful, independent, and persistent when following up with busy Account Managers.