Gabtech Global, LLC

Executive Assistant

Gabtech Global, LLC

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇺🇸 United States

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Job Level

Mid-LevelSenior

About the role

  • Manage and optimize the business owner’s daily calendar, ensuring all time is aligned with priorities and revenue-generating activities.
  • Proactively schedule appointments, calls, site visits, interviews, client meetings, and travel.
  • Serve as a gatekeeper for the owner’s time — screening requests, prioritizing demands, and eliminating unnecessary administrative burdens.
  • Anticipate scheduling conflicts and adjust proactively to maintain productivity and flow.
  • Prepare the owner daily with agendas, briefing notes, and follow-up reminders.
  • Oversee day-to-day office operations including correspondence, document management, filing systems, and office organization.
  • Draft, proofread, and manage all internal and external communications, including client messages, proposals, onboarding documents, and candidate communications.
  • Maintain accurate digital records, applicant data, compliance files, and company documentation.
  • Manage email inboxes and ensure high-priority messages are addressed promptly.
  • Prepare reports, presentations, and documents for sales meetings, owner updates, and team strategy sessions.
  • Coordinate candidate interviews, orientations, onboarding, and placement activity with the staffing team.
  • Support the flow of job orders, candidate submissions, and client follow-ups to speed up placement cycles.
  • Track daily, weekly, and monthly KPIs, including job order volume, placements, and new account activity.
  • Assist with vendor relationships, agency partnerships, and compliance documentation.
  • Maintain organized workflows that support recruiter productivity and accountability.
  • Support the business owner in preparing for sales presentations, client meetings, networking events, and partnership opportunities.
  • Conduct light market research and compile potential client lists or industry contacts as requested.
  • Create follow-up tasks and ensure commitments from sales meetings are completed on time.
  • Eliminate low-value tasks from the owner’s workload to ensure focus remains on growth, expansion, and income-producing priorities.
  • Take initiative to identify inefficiencies, propose solutions, and implement improvements without being asked.
  • Anticipate needs such as materials, information, scheduling shifts, staffing bottlenecks, and client deadlines.
  • Maintain a pulse on the business owner’s preferences, communication style, and work rhythm to support them at a high level.
  • Ensure the executive is always prepared, informed, and positioned to succeed each day.

Requirements

  • 3–5 years of Executive Assistant or high-level administrative support experience (required).
  • Experience in staffing, HR, recruiting, or employment services preferred but not required.
  • Strong organizational skills with the ability to prioritize and manage multiple tasks at once.
  • Highly coachable with a willingness to learn, adapt, and grow with the business.
  • Excellent communication skills — professional, confident, and client-facing.
  • Strong calendar management experience supporting executives or business owners.
  • Proficiency in office software: Microsoft Office, Google Workspace, CRM/ATS systems (Bullhorn, Workday, etc. preferred).
  • Ability to anticipate needs, think strategically, and act with minimal direction.
  • High emotional intelligence and the ability to work with diverse personalities.
  • Strong sense of confidentiality, discretion, and professionalism.
  • Resourceful problem-solver with a proactive mindset.
  • Able to thrive in a fast-paced environment with shifting priorities.
Benefits
  • Flexible work arrangements
  • Professional development opportunities

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
calendar managementdocument managementreport preparationKPI trackingmarket researchcommunication draftingproofreadingtask managementschedulingadministrative support
Soft skills
organizational skillscommunication skillsproblem-solvingemotional intelligenceadaptabilityproactivityconfidentialitydiscretioninitiativeclient-facing