Executive Assistant

About the Role

We're looking for a highly organised Executive Assistant to support our Director and the wider recruitment function. This is a behind-the-scenes operational role critical to keeping our recruitment pipeline moving and our business systems running smoothly.

Your day will be split into two focus areas: mornings dedicated to recruitment communication and database accuracy, and afternoons focused on business systems and tool administration. You'll also play a key role in documenting how things get done — building out our first true set of SOPs as you go.

What You'll Do

Recruitment Communication & Database (AM)

• Monitor and manage seven (7) email inboxes daily, responding to general inquiries promptly and professionally
• Cross-check candidate resumes against our internal database to verify accuracy and avoid duplication
• Follow up with candidates and clients to keep applications and inquiries moving
• Triage incoming applications and identify potential pre-screen candidates
• Set up and coordinate qualification calls between candidates and consultants
• Manage end-to-end communication across the recruitment process, from first contact through to hand-off
• Maintain the database so it accurately reflects candidate and client status at all times

Business Systems & Tools (PM)

• Review daily automations in our recruitment system, checking outputs and flagging or fixing anything not running correctly
• Invoicing software: Verify invoices are accurate before they go out
• Payroll software: Confirm payroll has been processed correctly each cycle
• Support any other business software as required (please detail your experience)

Process Documentation & SOPs

• Map out the exact steps you follow for each of the responsibilities above
• Build these processes into a project management tool (ClickUp, Notion, or similar) to create the business's documented SOPs
• Keep SOPs updated as processes change or improve

About You

• Highly organised, with a genuine comfort in owning detailed, repeatable operational processes
• Confident managing multiple inboxes and shifting priorities without letting anything slip
• Experience with recruitment databases or CRM systems highly regarded
• Exposure to invoicing and/or payroll systems a strong advantage
• Familiarity with project management tools such as ClickUp or Notion is a plus
• A clear, professional written communicator, comfortable representing the business across multiple channels
• Trustworthy and discreet — this role has visibility over candidate, client, and financial information