Executive Assistant & Recruitment Specialist

About the Role

Scale-X Solutions is seeking a dedicated Executive Assistant & Recruitment Specialist to provide timely and accurate administrative and executive support. This remote, full-time dayshift position focuses on assisting a client in staying organized and completing essential tasks, enabling them to concentrate on higher-level responsibilities. The role also encompasses key recruitment activities for the business, specifically within the AU Civil/Infrastructure sector.

Duties and Responsibilities

Administrative Support

• Handle general administrative tasks and paperwork.
• Create compelling PowerPoint presentations.
• Undertake report writing and detailed file management.
• Assist with the preparation of proposals and tenders.
• Manage equipment ordering.
• Arrange travel and accommodation logistics.
• Coordinate fleet servicing and other associated administration.
• Manage spreadsheets and budgets.
• Organize company events, such as Christmas parties.
• Update financial reports related to projects.
• Schedule and coordinate staff and other meetings.
• Respond to emails promptly and professionally.
• Establish and maintain efficient filing systems.
• Respond to service enquiries and requests effectively.
• Communicate and liaise with key stakeholders, service users, families, staff, and advocates.

Recruitment Support

• Source qualified personnel and maintain an organized candidate database.
• Screen incoming resumes and application forms.
• Liaise with candidates as required throughout the process.
• Provide shortlists of qualified candidates for engagements, proposals, and tenders.
• Arrange and coordinate interviews and conduct reference checks.
• Modify resumes to align with Company format and specific role requirements.
• Assist with the onboarding process for new hires.

Job Qualifications

• Must possess relevant experience in administrative and executive support roles.
• Demonstrated background in recruitment, including candidate sourcing, screening, and resume preparation.
• Strong communication and interpersonal skills.
• Exceptional attention to detail.
• Highly organized with a proven ability to manage deadlines effectively.
• Experience in establishing and maintaining robust administrative systems and processes.
• Ability to work both autonomously and collaboratively as a team member.
• Proficiency in report writing and strong wordsmithing skills.
• Experience in minute-taking.
• Tech-savvy with a good understanding of relevant tools.
• Experience working in a construction business in Australia or New Zealand is highly preferred.

Key skills/competency

• Administrative Support
• Executive Assistance
• Recruitment
• Candidate Sourcing
• Resume Screening
• Report Writing
• Communication
• Organizational Skills
• Attention to Detail
• Stakeholder Liaison