[Hiring] Executive Assistant (Talent Coordination) @Hire Overseas

Role Description

We're looking for a sharp, high-agency Executive Assistant to own the full recruiting pipeline for a fast-growing AI healthcare startup. This role is built for someone with an executive assistant, operations, or chief of staff background who picks up new systems fast, runs independently, and delivers outcomes without needing a playbook handed to them.

You do not need a recruiting background. The process can be learned quickly. What cannot be taught is the ability to manage a high-volume workload across multiple platforms, spot problems before they escalate, and hit a consistent target of four qualified hires every two weeks without being managed. If that sounds like how you already operate, this role is a strong fit.

What You'll Work On

• Full-Cycle Recruiting Pipeline
  • Source and move candidates through the funnel across multiple job boards with hundreds of applications weekly
  • Review inbound applications same-day or next-day across all active platforms
  • Screen candidates and move qualified applicants forward without waiting for direction
  • Hit a consistent target of four qualified hires per two-week training cycle
• Interview Scheduling and Coordination
  • Schedule all interview rounds with enough lead time to ensure a smooth candidate experience
  • Send calendar invites at least 24 hours in advance across all interview stages
  • Coordinate availability between candidates and interviewers without creating friction
• Job Posting and Pipeline Management
  • Refine, publish, and iterate job descriptions based on performance data and team feedback
  • Manage active postings across Indeed and other relevant job boards
  • Keep the pipeline clean, current, and moving at all times
• Onboarding and Training Support
  • Ensure new hires are fully set up on all required tools and systems before day one
  • Complete onboarding training yourself, then assist in delivering sessions and developing materials
  • Flag setup gaps or blockers early so nothing falls through on the first day

Qualifications

• 2+ years in an executive assistant, chief of staff, operations coordinator, or high-ownership admin role
• Proven ability to manage multiple complex workflows simultaneously with minimal oversight
• Strong organizational systems and a track record of following through without being reminded
• Clear, concise written English communication skills
• Comfort learning new tools, platforms, and processes quickly
• Ownership mindset: you surface problems with a proposed solution, not just a flag
• Availability to work during U.S. business hours

Nice to Have

• Prior exposure to recruiting, HR coordination, or candidate management
• Experience in healthcare, healthtech, or a regulated industry
• Interest in or comfort with AI tools that could automate parts of the workflow
• Experience managing or onboarding new team members

How to Apply

Please include:

• Your updated resume
• A short Loom video (1 to 2 minutes) introducing yourself, describing a high-volume or fast-moving operational challenge you owned independently, and sharing one example of a process you improved or a problem you solved without being asked

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

• Initial Application - Submit your application and complete our prequalifying questions
• Video Introduction - Record a video introduction to showcase your communication skills and work experience
• Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
• Recruitment Interview - Initial screening with our talent team
• Executive Interview - Meet with senior leadership to discuss role alignment
• Client Interview - Final interview with the client team you'd be supporting
• Background & Reference Check - Professional reference verification
• Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.