Executive Assistant / Recruiting Ops

Zohorecruit; United States; Hybrid; USD 17,000 - 22,000; Full time

Job summary

Zohorecruit is seeking an Executive Assistant / Project Manager to support its executive leadership in a fast-growing, founder-led environment.

The role blends executive support, project management, and operations. You will organize priorities, drive initiatives, and maintain accountability across teams, using HubSpot, GoHighLevel, Slack, and Google Workspace. This is a hybrid role with high autonomy and growth opportunities.

Qualifications

• Experience in executive support or high-ownership roles.
• Ability to manage multiple priorities with strong attention to detail.
• Excellent written and verbal English communication.
• Strong judgment and decision-making in fast-paced environments.

Responsibilities

• Manage executive calendars, meetings, scheduling, and day-to-day priorities.
• Track projects, deadlines, action items, and commitments across the organization.
• Maintain organized systems across Google Drive, Slack, and other platforms.
• Support hiring processes, including interviews and reference checks.
• Learn new software quickly and apply it to day-to-day ops.

Skills

Executive support

Project management

English comms

Independent work

Discretion

Tools

HubSpot

GoHighLevel

Slack

Google Drive

ChatGPT/Claude

Job description

The client is a fast-growing company that helps founder-led businesses build and implement scalable sales systems. Its work combines sales strategy, process improvement, CRM optimization, KPIs, hiring, onboarding, sales enablement, and operational systems to help businesses reduce founder dependency and build more efficient sales organizations.

As the company continues to grow, it is seeking a highly capable Executive Assistant / Project Manager to provide high-level support to its executive leadership team and help ensure the business operates with structure, accountability, and efficiency.

About the Role

The Executive Assistant / Project Manager is a high-ownership hybrid role combining executive support, project management, and operations.

The successful candidate will work closely with the executive leadership team to keep priorities organized, projects moving, and commitments followed through. This is not a traditional administrative position focused primarily on completing tasks as assigned.

The ideal candidate will be a proactive problem-solver who can think independently, exercise sound judgment, identify what needs to happen next, and take ownership of getting it done.

This role requires someone who can operate effectively in a fast-paced environment where priorities may shift quickly and where strong organization, communication, and follow-through are essential.

Key Responsibilities

Executive Support

• Manage executive calendars, meetings, scheduling, and day-to-day priorities.
• Help leadership prioritize competing demands and remain focused on high-value activities.
• Prepare executives for meetings by ensuring they have the appropriate context, information, documents, and follow-up items.
• Triage incoming communications and requests, ensuring they are routed appropriately.
• Serve as a professional point of contact for internal and external stakeholders.
• Handle sensitive and confidential information with a high degree of discretion.

Project Management & Follow-Through

• Track projects, deadlines, action items, and commitments across the organization.
• Proactively follow up with team members to ensure commitments are completed on time.
• Identify bottlenecks, missing information, and potential delays before they become issues.
• Maintain clear visibility into project progress and outstanding priorities.
• Translate meetings and conversations into clear action items and ensure appropriate follow-through.
• Support leadership in maintaining accountability across ongoing initiatives.

Operations & Organization

• Maintain organized systems across Google Drive, Slack, and other company platforms.
• Support the organization and maintenance of internal documentation and workflows.
• Identify opportunities to improve processes, organization, and operational efficiency.
• Assist with administrative and operational projects as needed.
• Help ensure important information is organized, accessible, and up to date.
• Identify opportunities to simplify repetitive work and improve productivity.

Hiring & Team Support

• Support the hiring process, including initial candidate interviews and reference checks.
• Coordinate candidate communications and interview scheduling.
• Help maintain organization and follow-through throughout the hiring process.
• Provide support with onboarding and other team-related administrative processes as needed.
• Work with CRM and business-management platforms such as HubSpot and GoHighLevel.
• Use Slack effectively for communication, coordination, and information management.
• Leverage AI tools such as ChatGPT or Claude to research, organize information, improve workflows, and increase productivity.
• Learn new software and systems quickly and apply them effectively to day-to-day operations.

Requirements

• Previous experience as an Executive Assistant, Project Coordinator, Project Manager, Operations Assistant, or in a similar high-ownership role.
• Experience supporting executives, founders, or leadership teams in a fast-paced environment.
• Strong organizational and project management skills.
• Excellent written and verbal English communication skills.
• Strong attention to detail and ability to manage multiple priorities.
• Demonstrated ability to work independently with limited supervision.
• Strong follow-through and accountability.
• Ability to exercise sound judgment and make reasonable decisions independently.
• Confidence communicating with executives, team members, candidates, clients, and other stakeholders.
• High level of discretion when handling confidential information.
• Strong technology aptitude and ability to learn new systems quickly.

Technical Skills

Experience with the following tools is highly valued:

• HubSpot
• GoHighLevel
• Slack
• Google Workspace / Google Drive
• ChatGPT or Claude
• Project management and task-tracking platforms
• Salary: $1,500 - $2,000 + Opportunity to increase based on performance.
• Growth opportunity: Opportunity to grow with a fast-growing company and take on increasing responsibility over time.