Executive & Operations Associate

Prime Hire Agency is a leading staffing, recruiting, HR, and operations consultancy dedicated to excellence, transparency, integrity, and community impact. We are committed to making impactful work and touching the lives of everyone we engage with, striving to leave them better than before.

We're currently seeking a dynamic and innovative individual for the role of Executive & Operations Associate.

Job Summary:
We’re looking for a sharp, organized, and forward-thinking Executive Operations Associate to serve as the right hand to the CEO, managing day-to-day operations, internal systems, and coordination across departments while helping bring our bigger goals to life.

This is not a “task-taker” role. It’s for someone who thrives in fast-paced environments, takes initiative, and thinks ahead. You’ll ensure structure, clarity, and momentum across the brand — from calendar to communication to company goals.

Key Responsibilities:

Executive & Operational Support

• Maintain and manage the CEO’s calendar, appointments, and key deadlines.

• Prepare daily task lists and end-of-day recaps for both the CEO and office.

• Track weekly goals and ensure deliverables are progressing as planned.

• Anticipate needs, prepare meeting materials, and organize follow-ups.

• Handle confidential information with discretion and professionalism.

Internal Operations

• Oversee internal systems and documentation — ensuring trackers, forms, and SOPs are always up-to-date.

• Monitor employee timesheets, attendance, and leave submissions.

• Coordinate onboarding and offboarding logistics with HR.

• Manage organizational calendars (birthdays, start dates, internal events).

• Maintain team accountability through clear communication and reminders.

Recruitment & HR Coordination

• Draft and post job openings across platforms (website, communities, social media).

• Assist with candidate screening, interview scheduling, and feedback collection.

• Maintain the recruitment tracker and ensure accurate status updates.

Client Success & Communication

• Support the client success process — ensuring updates, follow-ups, and reports are timely and professional.

• Draft and send official communications through company channels when needed.

• Ensure meeting recaps, tasks, and feedback loops are properly documented.

Office & Administrative Oversight

• Supervise the receptionists and oversee front-desk efficiency.

• Ensure readiness of the workspace (clean, functional, and professional).

• Coordinate small logistics (deliveries, printing, supplies).

• Identify operational gaps and propose improvements.

Personal & Brand Support

• Assist with light personal tasks or errands that align with company efficiency.

• Support special projects tied to Prime Hire’s brand (launches, events, content support).

• Research and summarize information as needed for strategic decisions.

• Other tasks as assigned.

Required Skills & Tools:

You must be proficient in:

• Google Workspace (Docs, Sheets, Slides, Forms, Calendar, Drive)

• Trello (task and project management)

• Zoho (HR & recruiting coordination)

• Canva (light document editing)

• WhatsApp Web (communication)

• Calendar scheduling tools (TidyCal, Calendly, etc.)

You’ll Succeed in This Role If You Are:

• Highly organized with exceptional attention to detail.

• Logical, analytical, and capable of connecting dots between systems.

• Strong written communication — clear, concise, and typo-free.

• Tech-savvy and comfortable learning new tools quickly.

• Proactive problem solver with a positive attitude.

• Self-motivated, ambitious, and calm under pressure.

• Understands discretion, judgment, and confidentiality.

Must be able to start ASAP.