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

Role Description

We're looking for a sharp, high-agency Executive Assistant to own recruiting, offshore staff training, and operational support for a fast-growing AI healthcare startup. This is a generalist role built for someone who is genuinely all-around capable — someone who picks up new systems fast, runs independently, and delivers outcomes without needing a playbook handed to them.

You will spend a significant portion of your time recruiting and training offshore staff, but this role extends beyond that. You will also support navigation, operations, and other projects as they arise. What we are looking for is not a specialist — it is someone smart and versatile enough to move between functions without losing quality or momentum. If you are self-directed, highly organized, and thrive in an environment where your scope evolves alongside the business, this role is a strong fit.

Qualifications

• Exceptional written and spoken English fluency at a professional or near-native level
• 2 or more years in an executive assistant, chief of staff, operations coordinator, or high-ownership generalist role
• Proven ability to manage multiple complex workflows simultaneously with minimal oversight
• Comfortable training and supporting team members at varying levels of experience and technical ability
• Strong organizational systems and a track record of following through without being reminded
• Ownership mindset — you surface problems with a proposed solution, not just a flag
• Genuinely versatile and adaptable with the ability to shift between recruiting, training, and operational work without losing quality

Requirements

• Direct ownership over recruiting, offshore training, and operational support inside a growing healthtech startup
• High-agency, high-variety role with clear targets and the autonomy to hit them your way

Benefits

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• This role requires availability during US business hours

What You'll Work On

• Recruiting and Pipeline Management
  • 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 consistent hiring targets and keep the pipeline clean, current, and moving at all times
  • Refine, publish, and iterate job descriptions based on performance data and team feedback
• Offshore Staff Training and Onboarding
  • Train newly hired offshore staff on tools, systems, workflows, and expectations
  • Develop and improve training materials and onboarding documentation over time
  • Ensure new hires are fully set up and productive before and from day one
  • Flag setup gaps or blockers early so nothing falls through during onboarding
  • Build and maintain a repeatable onboarding process that scales as the team grows
• 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
• Operations and Navigation Support
  • Support operational projects and initiatives as assigned across the business
  • Assist with navigation, process management, and internal coordination as needed
  • Identify and flag operational gaps or inefficiencies and propose solutions proactively
  • Take on ad hoc projects and new responsibilities as the business evolves

Nice to Have

• Prior exposure to recruiting, HR coordination, or candidate management
• Experience training or onboarding offshore or remote team members
• Experience in healthcare, healthtech, or a regulated industry
• Interest in or comfort with AI tools that could automate parts of the workflow
• Background in operations, project coordination, or chief of staff functions

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 how you adapted quickly to a new scope or responsibility 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.