Executive recruitment assistant

About Us

Certfind is a premier talent acquisition and executive search firm specializing in the recruitment of professionals in Accounting, Finance and Tax. We serve both CPA firms and industry enterprises, connecting them with top-tier talent. Based in Montreal, Canada, we are dedicated to providing exceptional services, connecting outstanding organizations with top-tier talent.

What are we looking for?

We are seeking an Executive Recruitment Assistant to join our growing team and company. The individual will be responsible for various operational and administrative tasks that are essential to the smooth functioning of our recruitment and client management processes. This role will include lead generation, data entry, system administration, coordination of client communications, sourcing support, marketing, and general administrative duties. The ideal candidate will demonstrate strong attention to detail, strong organizational skills, and the ability to manage multiple tasks across recruitment, client management, and marketing efforts.

TASKS & RESPONSIBILITIES:

Service Fulfillment:
- Research and identify potential client leads using online platforms (ex; LinkedIn, Indeed).
- Input, update, and maintain accurate data in the company's CRM and database systems, ensuring all client and candidate information is up to date.
- Oversee the daily operation of softwares used for client and recruitment processes (CRM and ATS).
- Regularly check for updates and maintenance needs to ensure the smooth performance of softwares.
- Ensure data is collected through all stages of the process.
- Monitor and manage incoming client inquiries via email or website, and ensure leads are responded to in a timely and professional manner.
- Draft detailed job descriptions based on search criteria and specific role requirements.
- Complete client onboarding documents based on notes captured, ensuring all necessary search criteria, role details, and expectations are accurately captured.
- Complete sourcing forms that help the recruitment team align candidate sourcing strategies with the client's needs.
- Post open jobs on the company website and job boards.
- Maintain open and closed jobs on the company website and job boards.
- Conduct targeted candidate sourcing through professional networks such as LinkedIn.
- Conduct internal candidate sourcing through the company’s database and execute personal outreach via email.
- Use the Indeed Resume software to find and contact qualified candidates.
- Answer and manage emails on behalf of the account manager from the interview to post placement stage.

Operations:
- Schedule and coordinate client meetings and calls, ensuring all parties are notified and equipped with necessary materials.
- Review meeting recordings, take clear concise notes, distribute summaries to relevant team members, highlight action items and ensure follow-up tasks are assigned.
- Create client agreement contracts (fill out missing information on the template).
- Maintain and coordinate calendars for key team members, ensuring all meetings, deadlines, and events are properly scheduled and optimized.
- Track follow-up tasks from meetings or phone calls, ensuring that appropriate actions are taken in a timely manner.
- Compile and distribute relevant materials, agendas, and presentations for meetings with internal teams or clients.

Executive & Special Projects:
- Create and share marketing material (using existing template) for job openings on social platforms.
- Create and share success stories of filled roles and client wins to strengthen the company’s market presence and credibility (using existing template).
- Create and organize necessary documents, presentations, and reports for both internal and client-facing use.
- Carry out executive assistant and personal assistant tasks as necessary.
- Take on special projects as assigned.

QUALIFICATIONS:

Education:
- Bachelor’s Degree in a professional field of study.

Industry Experience:
- 3 years of experience in the recruitment industry.
- Knowledge and experience sourcing candidates for particular positions.
- 5 years of professional service experience.
- Experience in accounting, finance, and/or tax recruitment (an asset).
- Experience working with various job posting platforms and ATS.
- Calendar and email management experience.
- Knowledge and experience using productivity tools.
- Marketing and content creation experience (an asset).

Personal Attributes & Skillset:
- Highly organized with strong prioritization skills.
- Ability to work in a fast-paced environment with tight deadlines.
- Outstanding English writing skills.
- Great English communication skills.
- Experience speaking French (an asset).
- Team player mentality with the ability to work collaboratively in a team.
- Self-motivated with the ability to work independently.
- Strong proficiency with technology (tech savvy).
- Great problem-solving skills, detail-oriented, meticulous and initiative-taker.
- Great sense of responsibility, confidentiality and professionalism.

Work Set Up Requirements:
- Possess a laptop and other necessary tools.
- Have a home office or private workstation.
- Have a camera and clear audio microphone for virtual meetings.
- Possess high-speed internet.

Job Type: Full-Time, Permanent
Salary: CAD $8 - $12 / Hour
Hours: 8:30 A.M. - 5:30 P.M. EST
Location: Remote