Executive Assistant – Technical Project Coordinator

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Talencore

WebsiteLinkedInAll Job Openings

1 - 10 employees

Founded 2016

👥 HR Tech

🎯 Recruiter

HR Tech • Recruitment • Consulting

Talencore is an inspired HR service provider located in Toronto, Canada, dedicated to revolutionizing the HR and Recruitment landscape. With a team of seasoned professionals, they specialize in end-to-end talent acquisition services and HR consulting, offering tailored solutions for businesses of all sizes. Talencore aims to transform organizations through strategic HR practices and help individuals achieve their career goals by providing services such as resume writing, interview coaching, and career counseling.

📋 Description

• Create, assign, update, complete, and archive work orders in Hubstaff. • Keep Hubstaff aligned with the FileMaker NC_Quotes / Time & Billing system. • Fix assignments, permissions, and time-logging issues for developers; action budget and hours changes accurately. • Coordinate work-order status and approvals with the development lead, developers, and finance. • Run a daily check of the support / hosting queue for emergencies or site-down events; escalate to the systems administrator immediately. • Track device security compliance across staff (NinjaOne RMM, SentinelOne EDR); administer the 1Password vault. • Coordinate server maintenance windows and draft and send client outage / maintenance notices; maintain the outage calendar, recipient lists, and the monthly backup-link references. • Own onboarding from a standard checklist: accounts, Hubstaff, 1Password, email signatures, and the security / privacy steps. • Owner of offboarding from the wiki template: notify each access owner (payroll, systems, HR), track revocation across every system, and confirm completion. • Coordinate timing and messaging with HR; keep the wiki current. • Draft and send newsletters and product updates (EmailOctopus). • Run webinar invites and reminders; prepare social posts and clips, and handle routine website updates. • Run reconnection campaigns to former clients; build prospect lists and handle warm follow-ups. • Manage the CEO's calendar and meetings; send invites and links, send reminders, and follow up on action items on the CEO's behalf. • Support ad hoc research and business projects for the CEO. • Keep internal documentation organized across Google Drive, the wiki, and Trello.

🎯 Requirements

• Strong technical aptitude - comfortable with databases (FileMaker an asset), time-tracking / work-order systems, RMM and security tools, and basic server / networking concepts. • Exceptional attention to detail and accuracy, especially in client email - the right message to the right people, the first time. • Follows detailed instructions precisely the first time, with little rework. • Self-directed - anticipates next steps, takes ownership, and works independently. • Highly organized; juggles many recurring processes without dropping any. • Discreet and reliable with credentials and confidential information. • Clear, professional written English; approachable and responsive. • Comfortable with Hubstaff, Trello, Freshdesk, 1Password, EmailOctopus, Google Workspace, and AI tools (e.g. Claude). • Executive-assistant or operations experience supporting a founder is a plus.

🏖️ Benefits

• Mandatory attendance at weekly client status meeting every Wednesday, 11 AM - 12 PM PST