Executive Assistant – Talent & Operations

Gilder Search Group; Woodland (CA); On-site; USD 59,000 - 72,000; Full time

Benefits offered by this job

Healthcare

401K

4 weeks paid vacation

Job summary

Gilder Search Group is seeking an Executive Assistant – Talent & Operations in Woodland, CA. You will support recruiting operations, candidate experience, system management, and event coordination in a dynamic environment.

You will report to the Managing Partner and help streamline processes, manage the ATS/CRM, and assist with marketing and communications. This is an on-site role with growth opportunities and a collaborative team.

Qualifications

• 2+ years of customer service, executive support, HR, or recruiting experience.
• Proficiency in ATS, LinkedIn, and MS Office, etc.
• Experience in event planning or project coordination is a plus.

Responsibilities

• Candidate Support: pre-screen calls, resume formatting, scheduling, and timely follow-ups.
• Pipeline & Hiring: update statuses, manage postings, track metrics, maintain pipeline.
• Marketing & Communications: assist salary reports, newsletters, and content sharing.
• System & Operations: manage ATS, develop SOPs, troubleshoot tech issues.
• Event & Logistics: organize industry events, travel, vendors, gifts.

Skills

Highly organized

Strong communication

Problem solving

Proactive

Tools

ATS

CRM

MS Office

Job description

• Support recruiting operations, candidate experience, system management, and event coordination
• Full-time, on-site position in Woodland, CA
• $65,000 + healthcare + 401K + 4 weeks paid vacation

About the Role

As the Executive Assistant – Talent & Operations, you will report directly to our Managing Partner and will play a key role in supporting recruiting operations, candidate experience, system management, and event coordination. You’ll work in a dynamic environment where no two days are the same, helping to streamline processes and drive efficiency across the company.

Key Responsibilities

Candidate Support (50%)

• Conduct pre-screen calls with 100–200 job applicants monthly.
• Format resumes and coordinate interview scheduling.
• Ensure timely communication and follow-ups to provide a positive candidate experience.

Pipeline & Hiring Process Management (20%)

• Keep hiring processes on track by updating candidate statuses and job postings.
• Manage hiring data, ensuring transparency and efficiency.
• Track hiring metrics and help maintain an organized recruitment pipeline.

Marketing & Communications Support (10%)

• Assist in project management of salary reports, newsletters, and industry articles.
• Share job postings and content on LinkedIn and other platforms.
• Monitor marketing metrics and help optimize engagement.

System & Operations Management (10%)

• Manage our applicant tracking system (ATS) and optimize workflows.
• Develop and maintain standard operating procedures (SOPs).
• Troubleshoot technical issues and coordinate with IT support.

Event & Logistics Coordination (10%)

• Organize industry events, including travel, vendors, and promotional materials.
• Support team operations, vendor management, and office supply ordering.
• Coordinate gifting and holiday packages for key clients and candidates.

Ideal Candidate

• Highly organized, detail-oriented, and able to juggle multiple priorities.
• A great communicator with strong follow-through and problem-solving skills.
• Tech-savvy, comfortable using ATS, CRM, and marketing platforms.
• A proactive self-starter who enjoys streamlining processes and supporting a team.

Preferred Experience & Skills

• 2+ years of customer service, executive support, HR, or recruiting experience.
• Proficiency in ATS, LinkedIn, and MS Office, etc.
• Experience in event planning or project coordination is a plus!

Why Join Us?

• Be part of a collaborative and driven team.
• Work on exciting projects that impact hiring and industry events.
• Opportunity for growth and development in a dynamic work environment.