Job Description

About Us: We are Hiring Solutions Group (hiringsolutionsgroup.com), a dynamic boutique firm specializing in executive recruitment (hsg-edge.com), coaching and consulting in both business and HR (bsg-edge.com) located in Passaic, NJ and most of all the right type of clients - small entrepreneurs! We look for people who want to be in a respectful environment, want to be appreciated for their dedication to their work, and like to be part of something bigger than themselves. Beyond our office, The City of Passaic has developed tremendously over the past decade, and our office is conveniently located near beautiful parks, shopping centers and local transportation (bus right in front of our door and the train down the block). 

Who We’re Looking For: We are seeking a versatile, highly organized, intellectually sharp, resourceful, savvy, and highly intuitive Executive Assistant with impeccable written and verbal communication skills to become an integral part of our small office. As an Executive Assistant, you will play a crucial role in supporting the smooth operation of our office and wearing multiple hats as needed. You’ll handle administrative tasks, provide exceptional customer service, and manage office operations while appreciated for both your team and individual contributions. Strong communication skills, attention to detail, ability to work without a lot of oversight, and a proactive problem-solving approach are essential. We need someone who can listen to ideas presented during brainstorming sessions, create a plan to implement the ideas, and follow through the implementation of the plan. Familiarity with Jewish culture, traditions, and the Jewish holiday calendar is a plus. A touch of humor is always welcome! 

Why Join Us: 

• Positive Reputation: Our previous employees rave about their experience on Google, Indeed and LinkedIn. 
• Role: We’re open to hiring one part-time individual. 
• Fast-Paced Environment: If you thrive on urgency, you’ll fit right in! 
• Always learning: We have meetings often and share what we learn openly. 

Essential Job Functions: 

Essential job functions of our Executive Assistant include but are not limited to: 

• Answer calls professionally and direct inquiries. 
• Manage office supplies. 
• Masterfully manage a fast-shifting executive calendar and anticipate scheduling needs. 
• Draft and review high-stakes correspondence, acting as a professional liaison with internal teams and external stakeholders. 
• Handle sensitive business plans and personnel matters with absolute, ironclad confidentiality. 
• Track ongoing initiatives and ensure the CEO is fully prepared for all meetings. 
• Assist with reports. 
• Organize files (physical and electronic). 
• Monitor expenses and maintain the CEO’s calendar. 
• Attend meetings and take detailed minutes quickly (this takes great skill - stop here if this isn't you) 
• Research requested information and deliver findings in an organized manner (learn and work with AI; training will be provided if needed). 
• Review resumes of potential candidates for the various client positions we recruit for (your intuition can make all the difference; training would be part of the job). 
• Complete ad-hoc projects and tasks. 

Education and Experience Required: 

• High school diploma or equivalent. 
• 5+ years of experience working in a small organization. 
• 4+ years of experience in an Executive Assistant/Administration Support role. 
• 2+ years of experience with Microsoft Office (Outlook, Word, and Excel). 
• Strong ability to learn new systems and be part of a growing environment. 

Education and Experience Preferred: 

• Associate degree or more in administration, HR, Business, Project Management or related field. 
• Any additional education or certification is a plus. 

Additional Skills and Abilities: 

• Excellent verbal and written communication skills in English (fluent). 
• Maintain a high level of confidentiality (backing this up is essential). 
• Outstanding organizational and time management skills. 
• Type notes fast during meetings/conversations (min 60 WPM). 
• Learn new software, adapt to it quickly, and teach others. 
• Strong attention to detail and a high level of accuracy. 
• Customer service-oriented with a professional and friendly demeanor. 
• Work independently and as part of a team. 
• Flexibility and adaptability to handle multiple responsibilities and changing priorities. 
• The ability to hear others and change opinions is crucial. 

Job Types: Part-time 

Pay: $19-$25+ per hour, depending on experience. Bonus / commission sales (optional) 

Benefits: 

• Dental insurance 
• Employee discounts 
• Flexible schedule 
• Life insurance 
• Paid time off 
• Professional development assistance 
• Referral program 
• Tuition reimbursement 
• Commission sales (optional) 

Additional Benefits: 

• Supportive Leadership – Executive Assistant will work directly with the Founder of Hiring Solutions Group - Access guidance and mentorship. 
• Performance Based Bonus – Reward for your hard work 
• Training & Development Opportunities - Explore formal recruiting training after a year or less (depending on path most balanced for both you and our group; Consider HR programs (we’ll cover costs); We will work to accommodate requests related to gyms or other interests; Show dedication for at least one year. 
• Work/Life Balance - We prioritize business hours but understand exceptions. Some flexibility for remote work is based on performance. 
• Respect boundaries to maintain balance. 
• Company Culture - We value people and evolve past challenges. Toxic situations are no-go. Employees matter—group trips and outings when appropriate. 
• Impactful Role - Contribute directly to our success with your integrity, humility and proactivity. 
• Help others thrive—it is what life is about, in our opinion. Is this yours? 

Schedule: 

• Monday to Friday, up to 25 hours 
• Nights or weekends (optional) - Some people on the team have chosen to work extra hours; that is part of a clearly defined job description that will be discussed upfront. 

Ability to commute/relocate: 

• Passaic, NJ 07055: Reliably commute or planning to relocate before starting work (Required) 

Work Location: In Person 

Experience Required

5-6 years