Executive Admin Specialist - Hybrid Calendar & Coordination

Boutique Recruiting; City of Rye (NY); Hybrid; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Paid time off

Paid holidays

Salary growth

Annual bonus

Hybrid work

Professional development

Team events

Co-investment opportunities

Job summary

Boutique Recruiting in New York is seeking an organized Administrative Assistant to support a fast-paced executive search team. You will manage complex interview calendars, coordinate meetings across time zones, and assist with communications and travel logistics.

Ideal candidates bring 1–2+ years in an administrative role, strong Outlook/Office skills, and a proactive, collaborative mindset. Onsite training leads to a hybrid work schedule with growth opportunities.

Qualifications

• 1–2+ years of administrative or executive assistant experience in a corporate or professional services environment.
• Experience coordinating complex calendars and scheduling meetings using Microsoft Outlook.
• Proficiency in Word, Excel, and Outlook, including basic Excel formulas.
• Familiarity with applicant tracking systems or similar database platforms.
• Exceptional organizational skills and the ability to manage competing priorities in a deadline-driven environment.
• Strong written and verbal communication skills with excellent grammar, spelling, and proofreading abilities.
• High level of professionalism, discretion, and attention to detail when handling confidential information.
• Bachelor's degree preferred but not required.
• Ability to work onsite during the initial training period and transition to a hybrid schedule thereafter.

Responsibilities

• Coordinate complex interview schedules between senior executives, candidates, and clients across multiple time zones.
• Manage multiple calendars for senior leadership and team members, proactively resolving scheduling conflicts and anticipating upcoming needs.
• Arrange virtual and in-person meetings, ensuring all participants receive accurate invitations, confirmations, and relevant materials.
• Communicate professionally with candidates, clients, and internal stakeholders to coordinate interviews and follow up on scheduling requests.
• Prepare meeting agendas, candidate interview materials, reports, presentations, and other business documents.
• Maintain accurate candidate records, interview timelines, and documentation within internal tracking systems.
• Draft, proofread, and format professional correspondence on behalf of senior leadership.
• Coordinate occasional travel arrangements, expense reports, and meeting logistics.
• Support daily office operations, team meetings, and special projects as needed.
• Identify opportunities to improve administrative processes and contribute creative solutions to operational challenges.

Skills

Organizational skills

Communication skills

Attention to detail

Professionalism

Discretion

Collaboration

Problem solving

Adaptability

Education

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Boutique Recruiting in New York is seeking an organized Administrative Assistant to support a fast-paced executive search team. You will manage complex interview calendars, coordinate meetings across time zones, and assist with communications and travel logistics.

Ideal candidates bring 1–2+ years in an administrative role, strong Outlook/Office skills, and a proactive, collaborative mindset. Onsite training leads to a hybrid work schedule with growth opportunities.