Executive Assistant

CALIBRATE; Austin (TX); Remote; USD 50,000 - 75,000; Full time

Job summary

A leading company is seeking an Executive Assistant to support internal operations and project management. This role involves coordinating activities, ensuring data accuracy, and managing communications with clients and candidates for a variety of projects in a remote setting.

Qualifications

• Support project management efforts and administrative coordination.
• Manage data and CRM/ATS databases effectively.
• Conduct market research and assist in candidate sourcing.

Responsibilities

• Track project timelines, deliverables, and milestones.
• Coordinate cross-functional project activities with real-time updates.
• Assist Consulting Team in scheduling interviews and managing profiles.

Job description

The Executive Assistant plays a critical role in supporting Calibrate’s internal operations, providing project management and administrative support across teams, and consulting for law firm clients. This role balances traditional executive assistant and recruiting coordination tasks with a strong focus on internal project collaboration, process management, and client-facing consulting support. The Executive Assistant assists with research, data management, coordination, and project execution across the life cycle of client engagements — from candidate searches to operational initiatives — ensuring the delivery of high-quality service and outcomes for both internal teams and law firm clients.

Position and Duties:

• Act as a key support resource for Calibrate’s project management efforts, assisting with tracking timelines, deliverables, and key milestones across multiple search and consulting projects.
• Build, manage, and update Smartsheet project dashboards, trackers, and reports to ensure the Executive Search and Consulting Team and leadership have real-time visibility into project progress and bottlenecks.
• Coordinate cross-functional project activities, proactively identifying risks or delays and helping to drive solutions alongside team members.
• Ensure data consistency and accuracy within Smartsheet and project tools, supporting the smooth flow of information across systems.
• Collaborate with the Consulting and Operations teams to create and maintain project documentation, including timelines, task lists, and status updates, ensuring alignment with client objectives and internal goals.
• Support the Consulting Team in coordinating and managing interview scheduling for stakeholders, ensuring alignment with Consulting team members or with clients.
• Update and manage candidate and client profiles in Calibrate’s CRM and ATS database using information obtained from external resources.
• Manage ongoing maintenance of Calibrate’s CRM and ATS database, as well as job and client folders in Calibrate’s file management system.
• Conduct market research and mapping projects.
• Assist Executive Search Team as needed in sourcing and identifying candidates by utilizing Calibrate’s CRM and ATS database & other recruiting search engines, such as LinkedIn, LinkedIn Recruiter, and ZoomInfo.
• Communicate with clients and candidates (when needed) to confirm interview details, including date, time, location (or virtual meeting links), and interview formats.
• Liaise with internal team members, clients, and candidates (when needed) to provide real-time updates on interview confirmations to ensure all parties are informed of any modifications.
• Provide administrative support for post-interview debriefs, ensuring timely follow-up with the appropriate parties involved.
• Maintain consistent and clear communication with virtual team members.
• Work remotely with internal team members across time zones.
• Attend virtual weekly team meetings.
• Perform additional administrative tasks as requested.

You will also be responsible for such other tasks that you may be assigned by the Company as are consistent with your job title and responsibilities.