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The Newport Group - Executive Recruiters · Encinitas, California
Recruiting and Administrative Assistant
The Newport Group
Full-Time Position
About The Newport Group
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
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.
Recruiting Support
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
Technology & Computer
Exceptional computer and technology skills are extremely important for this position.
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.
Real Estate & Investment Support
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 .
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.
We are most interested in finding a
smart, capable, dependable person with excellent judgment and outstanding computer skills.
Ability to manage multiple projects and priorities simultaneously.
Ability to write clear, professional correspondence.
Ability to work independently and take ownership of assignments.
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
Details
| Company | The Newport Group - Executive Recruiters |
| Location | Encinitas, California |
| Type | FULL TIME |
| Niche | Full-time |