Administrative Assistant to Boutique Team at Dynamic Executive Search Firm

HRB; New York (NY); On-site; USD 75,000 - 100,000; Full time

Benefits offered by this job

Excellent Benefits

401K

Job summary

Executive Search Firm seeks an Administrative Assistant to support its boutique team in Midtown West, NYC, with occasional Westchester work. You will manage executive outreach, calendar management, and day-to-day operations, collaborating closely with senior leadership.

The ideal candidate is organized, proactive, tech-savvy, and a strong communicator who thrives in a fast-paced environment. Role requires in-office presence 4x–5x per week with potential 5x/week based on business needs.

Qualifications

• Bachelor's degree or equivalent professional experience.
• 2+ years of experience in admin, recruiting coordination, or client service.
• Excellent written and verbal communication, able to represent senior leadership.
• Strong discretion and professionalism with confidential information.
• Proficiency with Microsoft Outlook, Teams, Word, and Excel; familiarity with LinkedIn Recruiter/Notion/Claude.

Responsibilities

• Manage LinkedIn Recruiter inbox and respond professionally on behalf of the Head of the boutique team.
• Complete daily outreach lists and provide follow up for active searches.
• Schedule calls, invite meetings with relevant context and candidate records.
• Coordinate client scheduling, interviews across time zones, and reschedules.

Skills

Organizational skills

Communication

Discretion

Problem-solving

Multitasking

Education

Bachelor's degree

Tools

Outlook

Teams

Word

Excel

LinkedIn Recruiter

Loxo

Notion

Claude

Job description

Administrative Assistant to Boutique Team at Executive Search Firm

• New York, NY

Our client, a global executive search firm specializing in private equity, is seeking a polished, proactive, and highly organized Administrative Assistant to join its boutique team in Midtown West, with flexibility to work from its Westchester office if needed. This is an exciting opportunity to work closely with senior leadership, including the head of the office, supporting client and candidate scheduling, executive outreach, calendar management, and day-to-day operations. The ideal candidate is detail-oriented, resourceful, tech-savvy, and an excellent communicator who thrives in a fast-paced, dynamic, and collaborative environment. This role is in office 4x/week, with flexibility to work onsite 5x/week based on business needs.

RESPONSIBILITIES

Candidate Outreach and Scheduling

• Manage the LinkedIn Recruiter inbox, responding to executives on behalf of the Head of the team in a polished, and professional manner
• Complete daily outreach lists for active searches and projects, and provide follow up
• Schedule calls, prepare internal meeting invitations with candidate records and relevant context
• Direct candidate questions to the appropriate project lead

Client Scheduling

• Manage all client scheduling, including new requests, introductions, catch-ups, and weekly and biweekly update calls
• Coordinate interviews across global time zones, ensuring the correct attendees, materials, and resumes are included
• Manage reschedules and cancellations, ensuring calendars remain accurate and all parties receive updated information

Calendar Management

• Review senior leadership and team calendars multiple times daily, proactively monitoring schedules for the upcoming business days
• Identify and resolve double bookings, unconfirmed holds, and missing preparation invitations
• Strategically space meetings to maintain availability and protect designated periods

Systems and Data Management

• Maintain accurate and consistent records across Loxo, Notion, Outlook, and LinkedIn Recruiter for all scheduled calls, ensuring contact details, candidate statuses, and pipeline dates are updated
• Maintain project trackers and contact records

Quality Control

• Verify all external meeting invitations for accuracy, including names, attendees, agreed-upon times, time zones, and required attachments
• Utilize AI-assisted calendar auditing tools to identify and resolve scheduling discrepancies
• Track errors and corrections to identify recurring issues and improve processes

Office and Team Operations

• Coordinate restaurant reservations and venues for client and executive meetings, and troubleshoot video conferencing platforms
• Assist with team events, vendor trials, and the distribution of internal meeting materials
• Coordinate interviews for internal hiring and assist with training new team members on LinkedIn Recruiter
• Provide travel coordination, expense reporting, and additional administrative support as needed including very light PA

REQUIREMENTS

• Bachelor's degree or equivalent professional experience
• 2+ years of experience in an admin assistant, recruiting coordination, or client service role, preferably within executive search, professional services, or finance
• Exceptional organizational skills and meticulous attention to detail, with a strong commitment to accuracy and verification
• Excellent written and verbal communication skills, including the ability to communicate concisely and professionally on behalf of senior leadership
• Strong independent judgment, problem-solving skills, and the ability to recognize when additional context or clarification is needed
• High level of discretion and professionalism when handling confidential information
• Ability to manage a high volume of responsibilities and competing priorities in a fast-paced, deadline-driven environment
• Proficiency in Microsoft Outlook, Teams, Word, and Excel
• Experience with LinkedIn Recruiter, Loxo, Notion, or Claude is a plus
• Tech-savvy, adaptable, and comfortable learning new platforms, including AI-assisted tools

SALARY

$75–100K Base + Bonus + Excellent Benefits + 401K

HOURS

9:00am–5:30/6:00pm (DOE) + Flexibility if needed

In office, 4-5x/week