Executive Assistant

1 hour ago

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Gabtech Global, LLC

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B2B • Recruitment • SaaS

Gabtech Global, LLC is a global staffing company that provides remote professionals from the Philippines to help businesses grow operationally and cost-efficiently. Established in 2017, it provides a range of services including talent sourcing, customer service, accounting, virtual assistants, and more, all tailored to meet client needs. With a commitment to seamless transitions, low risk, and full control retention for clients, Gabtech Global aims to be a one-stop-shop staffing partner for startups and established businesses alike.

51 - 200 employees

Founded 2017

🤝 B2B

🎯 Recruiter

☁️ SaaS

📋 Description

• 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