Executive Assistant – International Recruitment Support

About the job

Job Overview

We are seeking a highly organised and proactive Executive Assistant to provide operational and administrative support within an international recruitment environment. This role is ideal for someone who has previously worked in or alongside a recruitment business and understands the fast pace of the industry. You will be responsible for building systems, managing communications, and ensuring smooth operations across global markets. If you are detail-oriented, solutions-driven, and able to anticipate needs before they arise, this is an excellent opportunity to contribute to the growth of a dynamic international agency.

Key Responsibilities

Manage company inboxes, responding to client and candidate enquiries using professional templates (with improvements where needed).
Oversee WhatsApp communications by managing VIP and general channels, ensuring all messages are responded to in a timely and professional manner.
Support client onboarding by creating and maintaining systems for contracts, brochures, and terms of business.
Ensure compliance by collecting, updating, and tracking candidate documentation, preparing complete bundles for client submissions.
Implement and oversee project management tools to streamline workflows and reduce manual delegation.
Assist with brand consistency by reviewing and updating company documents, brochures, templates, and social assets.
Maintain accurate CRM records and support operational reporting.
Organise the director’s calendar, schedule Zoom meetings, and manage appointments across time zones.
Manage professional inboxes across LinkedIn, Facebook Messenger, and Instagram.
Support financial administration, including basic bookkeeping and invoicing.
Provide ad hoc support and take ownership of operational improvements to keep the business running efficiently.

Requirements

Qualifications and Experience

Previous experience as an Executive Assistant, Operations Coordinator, or similar role.
International exposure and ability to operate across multiple markets and time zones.
Experience within a recruitment business or supporting a recruitment team is highly desirable.
Strong organisational and project management skills with a proactive mindset.
Excellent communication skills and confidence handling client and candidate communications.
Proficiency with Microsoft Office, Google Workspace, and CRM systems.
Reliable internet connection and laptop essential.

Executive Assistant – International Recruitment Support