Executive Assistant & Recruiting Coordinator

The Pond Guy Inc. • Armada, MI

31d • Onsite

About The Position

Our Executive Assistant & Recruiting Coordinator serves as the administrative hub that keeps hiring efforts, executive priorities, and company initiatives moving forward. This position is based at our reception desk and serves as the first point of contact for visitors, applicants, vendors, and employees entering our facility. While greeting and assisting visitors is an important part of the role, the majority of your time will be spent supporting recruiting efforts, managing administrative processes, coordinating projects, and helping leadership execute key priorities. This position reports directly to the Vice President of Culture & Customer Experience. Success in this role requires exceptional organization, attention to detail, initiative, and sound judgment. The ideal candidate doesn't simply complete assigned tasks. They anticipate needs, identify opportunities for improvement, ask thoughtful questions, and contribute ideas that help the business operate more effectively.

Requirements

• 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Recruiting Coordinator, Office Administrator, or similar professional support role
• Demonstrated experience supporting leaders, coordinating multiple priorities, and maintaining a high level of organization in a fast-paced environment
• Experience supporting recruiting activities, including candidate communication, interview coordination, applicant tracking systems, and candidate sourcing
• Strong proficiency with Microsoft Office and the ability to quickly learn new software, systems, and technologies
• Excellent written and verbal communication skills with a strong customer service mindset
• Strong judgment, attention to detail, and the ability to make sound decisions while exercising discretion and maintaining confidentiality when handling sensitive information
• Demonstrated initiative, problem-solving ability, and a track record of improving processes or finding more efficient ways to accomplish work
• Willingness to leverage AI and emerging technologies to improve productivity, streamline processes, and support business objectives

Nice To Haves

• Highly organized, resourceful, and confident enough to contribute ideas, not just complete assignments.
• Takes ownership of work, asks thoughtful questions, and isn't afraid to respectfully challenge assumptions when they see a better way forward.
• Thrives in a fast-paced environment where every day looks a little different, and genuinely enjoys helping people, solving problems, and keeping important priorities moving.
• The words 'can't' and 'impossible' aren't part of their vocabulary.
• Anticipates needs, thinks ahead, and takes pride in finding solutions that make life easier for their team and create better outcomes for the organization.

Responsibilities

• Serve as a friendly, professional first point of contact for visitors, applicants, vendors, employees, and incoming calls
• Coordinate the candidate experience from sourcing through onboarding, including candidate communication, interview scheduling, applicant tracking, workflow management, and onboarding support
• Conduct outbound candidate sourcing through LinkedIn, Indeed, and other recruiting tools to identify and engage potential candidates
• Review incoming applications for assigned positions and assist with candidate pipeline management within the Applicant Tracking System (ATS)
• Generate recruiting reports, hiring metrics, and other data to support decision-making and workforce planning
• Assist with executive and departmental projects by gathering information, maintaining documentation, coordinating tasks, and ensuring initiatives stay organized and on track
• Take ownership of details, follow through on commitments and proactively keep projects and priorities moving forward without needing to be asked
• Create and maintain organizational charts, process documentation, procedures, reports, presentations, and other resources that support business operations and leadership initiatives
• Utilize project management tools (Asana) to track assignments, deadlines, and progress on key initiatives
• Coordinate meetings, conference rooms, schedules, and other administrative logistics to support leadership and department needs
• Assist with employee recognition programs, internal communications, training coordination, and culture initiatives as needed
• Purchase supplies, gifts, meeting materials, and other items needed to support business operations and employee engagement activities
• Support special projects and other duties as assigned that contribute to company goals and strategic priorities

Benefits

• Blue Cross Blue Shield Healthcare
• Blue Cross Blue Shield Dental Insurance
• Blue Cross Blue Shield Vision Insurance
• Short-term Disability Insurance
• Long-term Disability Insurance
• Accident Insurance
• Critical Illness Insurance
• Life Insurance
• Paid Time Off
• Holiday pay effective immediately (8 holidays recognized)
• 401 (k) with employer 4% match and revenue sharing
• Employee Referral program
• Additional Training Programs: Career Development and Department Shadows

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed