Administrative Assistant - Executive Search Agency (Remote)

Keller Executive Search is a premier executive search agency specializing in identifying and placing top-tier talent across various industries. Our team is dedicated to providing exceptional service to both our clients and candidates, ensuring a seamless and professional experience.

Job Overview:

We are seeking a highly organized and proactive Administrative Assistant to support our executive search team. This role requires a detail-oriented professional with strong communication and multitasking skills. The ideal candidate will play a critical role in managing administrative tasks, coordinating schedules, and ensuring smooth operations within the agency.

Key Responsibilities:

• Provide administrative support to executive recruiters, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and format candidate resumes, reports, and other client-facing documents.
• Maintain and update the agency’s applicant tracking system (ATS) and CRM database with accurate and timely information.
• Conduct research on potential candidates and companies to assist with executive search projects.
• Communicate professionally with candidates and clients via email and phone.
• Assist in the planning and coordination of virtual interviews and meetings.
• Handle confidential and sensitive information with discretion.
• Support marketing efforts by updating social media, preparing newsletters, and assisting with content creation as needed.
• Perform general office duties, including managing correspondence, organizing files, and preparing reports.

Requirements

• Education: Associate’s or Bachelor’s degree preferred.
• Experience: Minimum of 2-4 years of administrative experience, preferably in executive search, recruiting, or a professional services environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with applicant tracking systems (ATS) and CRM software.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Excellent organizational skills and ability to manage multiple tasks simultaneously.
• Tech-savvy with experience in virtual collaboration tools (Zoom, Teams, Slack, etc.).
• Self-motivated and able to work independently in a remote setting.

Benefits

• Competitive salary ($55,000 - $75,000 per year, based on experience).
• Comprehensive health, dental, and vision insurance.
• 401(k) with employer match.
• Paid time off, including holidays and vacation days.
• Flexible work schedule with fully remote capabilities.
• Professional development and career growth opportunities.

Equal Employment Opportunity and Non-Discrimination Policy 

Equal Employment Opportunity Statement: Both Keller Executive Search and our clients are Equal Opportunity Employers. For all positions, whether with Keller Executive Search or our clients, qualified applicants will receive consideration for employment without regard to race, skin color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran status, disability, genetic information, or any other legally protected status. 

Commitment to Diversity: Keller Executive Search and its clients are committed to fostering a diverse and inclusive work environment where all individuals are valued and respected. 

Reasonable Accommodations: Both Keller Executive Search and our clients are committed to providing reasonable accommodations to individuals with disabilities and pregnant individuals. We engage in an interactive process to determine effective, reasonable accommodations.  

Compensation Information: For client positions, compensation information is available in the job post. If not provided, it will be shared during the interview process in accordance with applicable laws. When required by law, salary ranges will be included in job postings. Actual salary may depend on skills, experience, and comparison to current employees in similar roles. Salary ranges may vary based on role and location. 

Compliance with Laws: Both Keller Executive Search and our clients comply with federal, state, and local laws governing nondiscrimination in employment. This policy applies to all employment terms and conditions, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. 

Workplace Harassment: Both Keller Executive Search and our clients expressly prohibit any form of workplace harassment based on race, skin color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. 

E-Verify Participation: Keller Executive Search and/or our clients may participate in E-Verify. Information about E-Verify participation will be provided during the application process where applicable. 

Privacy and Pay Equity: 

• California Residents: For more information about the categories of personal information we collect for recruiting and employment purposes, please review our Privacy Policy at www.kellerexecutivesearch.com. 

• Colorado, Nevada, New York City, California, and Washington Residents: Compensation information is available in the job post or will be provided during the interview process if not initially available. 

• Both Keller Executive Search and our clients are committed to pay equity and conduct periodic pay equity analyses in accordance with applicable laws. 

State-Specific Information: 

• Rhode Island: We do not request or require salary history from applicants. 

• Connecticut: We provide wage range information upon request or before discussing compensation. 

• New Jersey: We do not inquire about salary history unless voluntarily disclosed. 

Veteran Status: Both Keller Executive Search and our clients provide equal employment opportunities to veterans and comply with applicable state laws regarding veteran preference in employment. If you are a veteran, please inform us during the application process. 

Genetic Information: In accordance with federal and state laws, both Keller Executive Search and our clients do not discriminate based on genetic information. We do not request or require genetic information from applicants or employees, except as permitted by law. 

Local Laws: Both Keller Executive Search and our clients comply with all applicable local laws and ordinances regarding employment practices in the areas where we operate. 

Note: This job posting may be for a position with Keller Executive Search or one of our clients. The specific employer will be identified during the application and interview process. Employment laws and requirements may vary depending on the employer and location.