Recruiting/Administrative Assistant

The Newport Group - Executive Recruiters; Encinitas (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

The Newport Group is seeking an Administrative & Recruiting Assistant to work directly with the Owner/President. This hands-on role blends executive support, recruiting assistance, and office operations in a small, 10-person firm.

You will manage calendars, coordinate with clients and vendors, help research candidates, and assist with resumes and interview materials while mastering a range of technology platforms. Onsite role in Encinitas, CA.

Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Comfort with learning new software and technology.
• Experience with executive support and recruiting a plus.

Responsibilities

• Work directly with Owner/President on business and administrative matters.
• Manage calendars, scheduling, appointments, meetings, and follow-up activities.
• Maintain organized electronic files, records, and business information.
• Coordinate with employees, clients, vendors, property professionals, and other outside parties.
• Handle sensitive and confidential business and personal information with a high degree of discretion.
• Help manage projects and ensure important items are followed through to completion.
• Assist the president and, on occasion, other recruiters with all phases of the executive search process.
• Help research companies, industries, executives, and potential candidates.
• Maintain candidate and client information in the company's recruiting database.
• Assist with scheduling candidate interviews and client meetings.
• Help prepare resumes, candidate information, interview materials, and other recruiting documents.
• Assist with LinkedIn and other online research and initial reach out.
• Interview candidates
• Support candidate communication and follow-up.
• Help maintain accurate and complete recruiting records in applicant tracking system

Skills

Organizational skills

Communication skills

Tech-savvy

Research skills

Multitasking

Problem solving

Independent worker

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

LinkedIn Recruiter

PCRecruiter

Job description

The Newport Group is an established executive recruiting firm that has been in business for more than 30 years. We are a 10-person organization where employees work closely together and have the opportunity to be involved in many different aspects of the business.

We are seeking an exceptional Administrative & Recruiting Assistant to work directly with the Owner/President of the company. This is a diverse, hands-on position combining executive and administrative support, recruiting assistance, technology, office operations, and support related to real estate and other investments.

The ideal candidate will be highly organized, exceptionally comfortable with computers and technology, an excellent communicator, and someone who enjoys a fast-moving environment where responsibilities can vary from day to day.

Key Responsibilities

Executive & Administrative Support

• Work directly with the Owner/President on business and administrative matters.
• Manage calendars, scheduling, appointments, meetings, and follow-up activities.
• Maintain organized electronic files, records, and business information.
• Coordinate with employees, clients, vendors, property professionals, and other outside parties.
• Handle sensitive and confidential business and personal information with a high degree of discretion.
• Help manage projects and ensure important items are followed through to completion.
• Assist the president and, on occasion, other recruiters with all phases of the executive search process.
• Help research companies, industries, executives, and potential candidates.
• Maintain candidate and client information in the company's recruiting database.
• Assist with scheduling candidate interviews and client meetings.
• Help prepare resumes, candidate information, interview materials, and other recruiting documents.
• Assist with LinkedIn and other online research and initial reach out.
• Interview candidates
• Support candidate communication and follow-up.
• Help maintain accurate and complete recruiting records in applicant tracking system

Exceptional computer and technology skills are extremely important for this position.

The successful candidate should be highly proficient and comfortable learning new software and technology, including:

• Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Microsoft 365
• Internet research and advanced online searching
• Cloud-based document and file-management systems
• Recruiting databases and applicant tracking systems
• LinkedIn and other professional research platforms
• Video conferencing and online meeting platforms
• Smartphones, computers, printers, scanners, and common office technology
• AI and emerging productivity tools and recruiting tools

Experience with PCRecruiter, LinkedIn Recruiter, SharePoint, Microsoft Teams, ZoomInfo, RingCentral, or Microsoft Copilot.

We are looking for someone who doesn't simply know how to use a computer, but is extremely comfortable with technology, learns new systems quickly, and can independently figure out how to accomplish tasks using technology. This is a 100% onsite role and is not hybrid or remote.

• Assist the Owner/President with administrative matters involving commercial real estate and other investments.
• Maintain property, vendor, insurance, financial, and other investment-related records.
• Coordinate with property managers, contractors, vendors, accountants, attorneys, and other professionals as appropriate.
• Assist with gathering information, researching issues, obtaining proposals, and tracking projects.
• Organize documents and information related to properties and investments.
• Help monitor outstanding issues and follow up with the appropriate parties.

General Office & Company Operations

Because we are a small company, this individual will be exposed to virtually every aspect of operating the business.

Responsibilities may include:

• Working with vendors and service providers.
• Assisting with office equipment, computers, phones, and technology issues.
• Ordering supplies and coordinating office services.
• Helping maintain organized company records.
• Assisting employees with administrative needs.
• Researching products, vendors, services, and business issues.
• Handling special projects for the Owner/President.
• Identifying ways to make the office and recruiting operation more efficient.

Qualifications

We are most interested in finding a smart, capable, dependable person with excellent judgment and outstanding computer skills.

The ideal candidate will have:

• Excellent to exceptional computer and technology skills.
• Excellent written and verbal communication skills.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple projects and priorities simultaneously.
• Strong internet and business research skills.
• Professional telephone, email, and interpersonal communication skills.
• Ability to write clear, professional correspondence.
• Ability to work independently and take ownership of assignments.
• Strong problem-solving skills and resourcefulness.
• Ability to learn new technology and software quickly.
• Good judgment and the ability to handle confidential information.
• A professional, positive, and helpful attitude.
• Willingness to take on responsibilities outside a narrowly defined job description.
• Car and ability to travel to office dailey.

Prior experience in executive assistance, recruiting, professional services, real estate, office administration, or a small entrepreneurial business would be beneficial