Executive Virtual Assistant & HR Coordinator

We're 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'll work closely with the executive team while supporting employees across multiple US time zones. This role suits an excellent communicator who can juggle competing priorities, handle confidential information professionally, and help improve daily operations and the overall employee experience.

You must be able to provide reliable working-hour overlap with both the West Coast executive team and East Coast staff.

Executive & 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 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 & File Management

• Draft and format correspondence, reports, presentations, and internal documents
• Maintain organized digital files, personnel records, and company repositories
• Keep important documents accurate, current, and easily accessible
• Handle confidential business and employee information with discretion

Recruitment & 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
• Help ensure new employees have a smooth, welcoming start

HR Administration & Compliance

• Maintain accurate, 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 & 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 matters to the appropriate executive

Policy & 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 VA, 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 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 with confidential information
• Reliable availability to overlap with both West Coast and East Coast working hours

Preferred Experience

• Supporting a US-based organization or distributed remote team
• Familiarity with HR compliance, policy administration, and employee handbooks
• Experience with Google Workspace or Microsoft 365
• Familiarity with project-management tools, applicant-tracking systems, and HR platforms