Executive Virtual Assistant & HR Coordinator

We are seeking a highly organized, proactive, and dependable Executive Virtual Assistant & HR Coordinator to provide executive, project management, recruitment, and HR support across the organization.

You will work closely with the executive team while supporting employees across multiple U.S. time zones. This role is ideal for an excellent communicator who can manage competing priorities, handle confidential information professionally, and help improve daily operations and the overall employee experience.


Must provide reliable working-hour overlap with both the West Coast executive team and East Coast staff.



Job duties and responsibilities:

1. Executive and Project Support
- Manage special projects and initiatives assigned by the executive team.
- Track deadlines, deliverables, and project progress.
- Coordinate cross-functional efforts and follow up with team members to ensure tasks are completed.
- Help executives organize priorities and maintain clear communication across departments.
- Provide general administrative and operational support as needed.

Document Preparation and File Management
- Draft and format correspondence, reports, presentations, and internal documents.
- Maintain organized digital files, personnel records, and company repositories.
- Ensure important documents are accurate, current, and easily accessible.
- Handle confidential business and employee information with discretion.

Recruitment and Onboarding
- Create and publish job postings across appropriate platforms.
- Review applications and conduct initial candidate screenings.
- Coordinate interviews between candidates, hiring managers, and executives.
- Communicate with candidates throughout the recruitment process.
- Prepare and collect new-hire paperwork.
- Coordinate technology access, account setup, orientation, and onboarding activities.
- Help ensure new employees have a smooth and welcoming start.

HR Administration and Compliance
- Maintain accurate and confidential personnel files.
- Track employment documents, policy acknowledgments, and other HR records.
- Support compliance with applicable labor laws, company procedures, and internal policies.
- Assist with employee documentation, recordkeeping, and routine HR reporting.
- Monitor important HR-related deadlines and requirements.
- Employee Relations and Performance Support
- Serve as a point of contact for general employee questions and routine HR concerns.
- Help facilitate employee check-ins and performance review cycles.
- Track performance review schedules, forms, and follow-up actions.
- Assist with resolving minor workplace concerns professionally and impartially.
- Escalate sensitive or complex employee matters to the appropriate executive.

Policy and Handbook Management
- Assist with creating, reviewing, and updating the employee handbook.
- Help develop and document company policies and internal procedures.
- Communicate policy updates clearly to employees.
- Promote consistent application of company policies across the organization.
- Track employee acknowledgment of new or revised policies.

Qualifications
- Proven experience as an Executive Virtual Assistant, HR Coordinator, Recruiter, or in a similar administrative and people-support role.
- Experience supporting executives and coordinating projects or company initiatives.
- Experience with recruitment, candidate screening, interview coordination, and employee onboarding.
- Familiarity with employee documentation, personnel records, performance reviews, and HR procedures.
- Strong written and verbal English communication skills.
- Excellent organizational, time-management, and follow-up skills.
- Strong attention to detail and the ability to manage multiple priorities.
- Ability to work independently in a remote environment.
- Professional judgment and discretion when handling confidential information.
- Proactive, dependable, and comfortable working with executives and employees across different departments.
- Reliable availability to overlap with both West Coast and East Coast working hours.

Preferred Experience
- Experience supporting a U.S.-based organization or distributed remote team.
- Familiarity with HR compliance, policy administration, and employee handbooks.
- Experience using Google Workspace or Microsoft 365.
- Familiarity with project-management tools, applicant-tracking systems, and HR platforms.


If you believe you're a strong fit for this position, please respond with the following:

A link to your resume in PDF format.

- Your resume should include your contact details, a recent professional photo, and a summary of your work experience, emphasizing tasks relevant to this role.
- A screenshot of your PC specifications and internet speed,
- A one-minute Vocaroo recording of your self-introduction
- Your WhatsApp number for easy communication.

To ensure you've read this message carefully, please include the word "Organization " in the subject line of your email.

We look forward to reviewing your application!