Job description
We are seeking a detail-oriented and proactive Operations Administrator to join our executive search team. This fully remote position plays a crucial role in supporting our recruitment operations and ensuring the smooth delivery of our executive search services to clients across various industries. The ideal candidate will thrive in a fast-paced environment and contribute to maintaining our high standards of service excellence.
Responsibilities:
Client and Candidate Management
- Maintain and update candidate databases with accurate information and search progress
- Coordinate interview scheduling between clients, candidates, and consultants
- Prepare and distribute interview briefing materials and feedback forms
- Manage candidate communication throughout the search process
Administrative Support
- Support consultants with research activities and market mapping exercises
- Prepare client proposals, reports, and presentation materials
- Maintain accurate records of search assignments and progress updates
- Handle confidential information with the highest level of discretion
Process Management
- Ensure compliance with internal procedures and quality standards
- Monitor search timelines and provide regular status updates
- Coordinate reference checking processes and background verification activities
- Assist with onboarding documentation and offer management
General Operations
- Manage consultant calendars and coordinate meetings
- Handle general correspondence and telephone enquiries
- Maintain filing systems and ensure proper document management
- Support with ad-hoc projects and administrative tasks as required
Essential Qualifications
- Matric certificate (Grade 12) or equivalent
- Minimum 2-3 years of administrative or operations experience
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Strong written and verbal communication skills in English
Key Skills and Attributes
- Excellent attention to detail and accuracy
- Strong organisational and time management abilities
- Ability to handle multiple priorities and work under pressure
- Professional telephone manner and client service orientation
- Discretion when handling confidential information
- Self-motivated with ability to work independently in a remote environment
Advantageous
- Previous experience in recruitment, HR, or professional services
- Knowledge of CRM or database management systems
- Additional language skills
- Experience in global companies
Skills & Competencies:
- Communication Excellence: Superior written and verbal communication capabilities, particularly for managing inquiries
- Organizational Mastery: Competence in task prioritization, effective time management, and maintaining precise attention to detail
- Technology Proficiency: Enthusiasm for embracing new technologies and enhancing operational processes
- Strategic Problem-Solving: Innovative thinking with the capability to proactively recognize challenges and develop effective solutions
Compensation and Benefits:
- Health insurance
- All South African public holidays.
- Paid Annual Leave
- Paid Sick Leave
- Significant opportunities for professional growth, skill development, and career advancement
- Supportive, inclusive, and diverse work environment that values collaboration and innovation
- The chance to make a meaningful impact by connecting top talent with life-changing opportunities
