Executive Assitant

Reuben Sinclair Ltd.; United States; Remote; USD 85,000 - 100,000; Full time

Benefits offered by this job

Remote work

Bonus potential

Paid leave

Full-time position

Job summary

Reuben Sinclair Ltd. is seeking an experienced Executive Assistant to support the CEO and Director of Operations. You will manage calendars, inboxes, coordinate commitments and lead weekly HubSpot reviews to keep deals and discovery calls accurately recorded.

The role spans sales, marketing, recruitment and operations. You will organize content planning and podcast logistics, maintain sales processes and ATS administration, and coordinate team retreats and onboarding with remote work across East

Qualifications

• 4+ years’ experience as an Executive Assistant, ideally supporting a founder or senior executive in a fast-paced environment.
• Highly organised, detail-oriented and able to anticipate needs, take ownership and manage shifting priorities.
• Discreet and trustworthy with confidential information; communicates clearly and professionally.
• Independent and quick to learn technology; comfortable working remotely with relevant tools.
• Experience in staffing, HR, payroll, operations, recruitment or CRM automation is a plus.

Responsibilities

• Manage calendars and inboxes for the CEO and Director of Operations.
• Coordinate commitments and lead the weekly HubSpot review, keeping deals and discovery calls recorded.
• Support content planning, podcast logistics, and CRM automations.
• Coordinate internal recruitment, ATS administration and candidate progress.
• Organise team retreats and offsites from planning through expenses; provide wider operational support as needed.

Skills

Executive Assistant experience

Calendar management

Communications

HubSpot operations

CRM automation

Independent work

Discretion

Tech-savviness

Tools

HubSpot

Clay

Front

Slack

Google Workspace

Job description

About the company

A growing business services provider helps staffing firms expand in North American markets through flexible back-office, compliance and payroll funding support. Its purpose is to enable clients to focus on winning business and making placements, while providing the operational services and funding needed to support their growth.

Rather than applying a rigid, one-size-fits-all model, the company adapts its support to each staffing firm’s goals, stage of growth, cash requirements and risk tolerance. Its services include compliance support, funding and back-office operations. Flexibility, creative problem-solving, high standards and a consistently strong service experience are central to its approach. As a small, fast-moving organisation, it offers an environment where team members can contribute across different areas of the business.

What the job entails

As Executive Assistant to the CEO, you will work closely with the CEO and Director of Operations, helping them prioritise their time and ensuring important tasks and follow-ups stay on track. You will manage calendars and inboxes, coordinate commitments and lead the weekly HubSpot review, keeping deals and discovery calls accurately recorded.

The role spans sales, marketing, recruitment and operations. You will support content planning and podcast logistics, maintain sales processes and CRM automations, and coordinate internal recruitment, including ATS administration and candidate progress. You will also organise team retreats and offsites from planning through to expenses. As needs arise, you will provide wider operational support, such as inbox cover, timesheet tracking and worker onboarding. This is a full-time, remote position suited to someone who enjoys variety, takes ownership and can move between priorities without losing sight of the details.

Key requirements / What we look for

• 4+ years’ experience as an Executive Assistant, ideally supporting a founder or senior executive in a fast-paced environment.

• Highly organised, detail-oriented and able to anticipate needs, take ownership and manage shifting priorities.

• Discreet and trustworthy with confidential information; communicates clearly and professionally.

• Comfortable working independently and quick to learn technology. Experience with HubSpot, Clay, Front, Slack or Google Workspace is an advantage.

• Staffing, HR, payroll, operations, recruitment or CRM automation experience is beneficial.

Compensation & Benefits

• Salary: USD 85,000-100,000.

• Permanent, full-time position, remote within East Coast or Mountain Time, United States.

• Additional benefits, bonus arrangements and paid leave