Executive Assistant - Recruiting Firm


Work @ Whitecap


New York, New York

Employment Type



Are you looking to launch your corporate career with one of the best agencies in NYC? WhiteCap Search is seeking a proactive and organized Executive Assistant to join our dynamic team. In this role, you'll work closely with our leadership team, supporting Sales, Training & Development, and Talent Acquisition teams to ensure our recruitment firm runs smoothly and efficiently.  As an integral part of our team, you'll handle a variety of administrative tasks, including scheduling companywide trainings, planning and organizing exciting company-sponsored events, assisting with new hire onboarding, and managing office supply inventory. This is a fantastic opportunity to develop your skills and grow within a supportive and fast-paced environment.  Ready to take your career to the next level? Apply today or email your resume directly to careers@whitecapsearch.com and become a key player in our success! 

Compensation : $60000 - $75000
Job ID : 28083

Job Function:



  • Collaborate with the Marketing and Executive Team to plan and schedule all company events, ensuring seamless execution and alignment with organizational goals.     
  • Coordinate monthly company-wide meetings, including agenda development, speaker arrangements, and logistics coordination.     


Training & Development:     

  • Manage the Training Department calendar, overseeing scheduling for all learning initiatives and development programs.     
  • Partner with the Head of Training & Development to facilitate the implementation of learning tracks, ensuring alignment with organizational objectives.     
  • Coordinate attendee participation for company-wide trainings, working closely with Division Heads and Team Leads to ensure comprehensive coverage.     
  • Oversee the onboarding process beyond initial training, including coordinating ongoing development activities and support for new hires.     


  • Work with Head of Talent Acquisition to prepare for new hires and first day orientation  
  • Coordinate catered lunch for new hire orientation days     
  • Manage office supplies and equipment, ensure desks are prepared for new starts     
  • Send welcome emails on new hires’ first day and collect signed documents/policies     

Sales Support:     

  • Draft contracts for sales activities and maintain accurate records of all sales-related documentation.     
  • Coordinate rightsignature activities and ensure the completion of fully executed contracts, maintaining meticulous records for compliance and auditing purposes.     
  • Manage document storage and organization for all contracts, facilitating smooth access for relevant stakeholders.     
  • Coordinate the submission of client onboarding documents to the accounting department, ensuring timely processing and compliance.     
  • Facilitate the procurement of Certificates of Insurance (COIs) through streamlined communication channels with insurance providers.     
  • Develop and maintain a schedule for Request for Proposal (RFP) submissions, ensuring adherence to deadlines and effective collaboration with internal teams.     
  • Complete all RFP paperwork and liaise with internal stakeholders to ensure comprehensive responses are submitted by specified deadlines.     
  • Handle reporting initiatives and audits within the sales function, ensuring accuracy and compliance with internal policies.     
  • Schedule client meetings for the Head of Sales with clients, coordinating logistics and communications to ensure productive engagements.     

Job Function:

  • Proven experience in event planning, training coordination, and sales support roles (staffing industry experience is a plus).     
  • Exceptional organizational skills with the ability to manage multiple tasks and priorities effectively.     
  • Proficiency in Microsoft Office Suite and document management systems.     
  • Previous experience with contract drafting and compliance procedures preferred.     
  • Ability to thrive in a fast-paced environment and adapt to evolving priorities.

If you're ready to take on a dynamic role where you can make a meaningful impact across multiple divisions of the organization, apply now and join the team!  Email us directly at careers@whitecapsearch.com


EEO/AA/Disability/Protected Veteran Employer

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.