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Recruitment of an Executive Assistant

How we recruited an Executive Assistant for a software service provider

Our client

Our client provides attorneys with timekeeping software as a service. Their software passively captures users' activities while they work, collating the information and providing a timeline without the need for any manual input.

  • Location - Perth, WA
  • Industry - software as a service
  • Size - 30 employees

We applied our three-phase service delivery model for this recruitment drive.

Video job advertisement

Social media algorithms favour videos over still content, so we create video advertisements for all vacancies to help source our candidates.

We take full advantage of this unique and highly effective form of candidate sourcing in order to reach the right candidate at the right time. 

We post our videos on Twitter, LinkedIn and Facebook. They are posted on these platforms 10-20 times, based on relevance. Our videos typically receive over 1,000 views within the first 24 hours.


Job advertisement

We constantly refresh, rewrite and reformat our job advertisements to optimise the quality of applications received. Our approach is aggressive - we post around 20 advertisements for every permanent job. Advertisements are posted on:

  • Job boards - Seek, Adzuna, Glassdoor, Indeed and Jora
  • Social media - LinkedIn, Facebook and Twitter
  • 11 Recruitment's website

On average, our advertisements receive over 100 applications and perform well above the market benchmark for Seek, shown in this graph.

Executive Assistant

  • Work with a globally distributed SaaS company
  • All-rounder position - office and accounts management, personal assistant
  • Experience with cloud-based platforms desirable

The role

Office / employee management duties for this role include:

  • Communicating company and policy updates to staff
  • Maintaining office kitchen, order stationery, organisation/storage of equipment
  • Monitoring post, receive and coordinate deliveries
  • Maintaining digital archive of legal correspondence, staff contracts, internal policies, and other staff documents

Professional support duties for this role include:

  • Drafting and assisting with administrative correspondence and policies
  • Coordinating and scheduling meetings; manage travel arrangements
  • Interacting with the team internationally - in Australia, Europe, Russia, and North America
  • Proofreading outbound correspondence Website maintenance

Customer service duties for this role include:

  • Responding to Oceania-region customer service queries (occasional, most clients EU/US)
  • Assisting the marketing department with the creation of new online help guide articles and content
  • Maintaining knowledge and familiarity of company CRM and sales processes
  • Supporting sales and marketing on a per-project basis

Accounts duties for this role include:

  • Being the first point of contact for all day-to-day accounts matters
  • Managing and reconciling inbound payments and customer subscriptions
  • Scheduling and executing recurring outbound payments
  • Generating outbound invoices, monitor debtors
  • Assisting with end-of-month and end-of-quarter accounts reporting

About you

The successful candidate will have:

  • Strong experience as an Executive Assistant
  • Experience with office and employee management
  • The ability to provide professional support to the Director and upper management
  • The capability of maintaining company CRM and sales processes
  • A natural interest in learning and using new software programs
  • Experience with Xero (or similar accounting software)
  • The successful candidate will need to be willing to work as part of a small team to support business functions. Familiarity with using cloud-based applications would also be an advantage.

About our client

Our client is a globally distributed SaaS company with headquarters in Perth. They are seeking a proficient Executive Assistant who can oversee office management and accounts, whilst also providing professional assistance to the Director.

This is not your typical Executive Assistant role. There is so much more to this position.

There is scope to develop the role beyond the core duties depending on your interests and skill set. Additionally, they can offer a degree of work hour flexibility (including working one day from home).

Assessment Matrix design

Our in-house designed, custom made software generates an Assessment Matrix, which is our blueprint for the recruitment process. Our process consists of screening, interviews, document verification, skills testing, personality profiling and reference checks.

Ticks indicate the point at which each criteria is addressed. More importance criteria are checked multiple times throughout the recruitment process.

Selection criteria

Screen

Interview

Docs.

Profiling

Refs.

Education






Bachelor's degree




Experience






Office management



Employee management



EA



CRM maintenance



Travel arrangements



Marketing - content creation



Accounts - AP / AR, payroll, EOM



Other






Microsoft Office - advanced





Cloud-based software





Accounting software - Xero





Creative and passionate





Verbal and written confidence



Work flexible hours - 35p/w including out-of-hours meetings




Verify CV vs LinkedIn



West Perth location




Accept expected salary ($85k)



Previous warning of termination?



Will you pass a drug test?


Behaviour






Dominance - 44%




Influence - 32%




Steadiness - 55%




Compliance - 64%




Forms signed






Health / police check





Signed document - tell the truth





Docs verified






Driver’s licence




Citizen AU / NZ or PR




DISC profiling

Similar to people, jobs have their own behavioural profile that is based on duties, environment and communication. We create a profile for every job vacancy, enabling us to match an applicant's behaviour against that of a specific role.

We use DISC, which examines the following attributes:

  • Dominance - accomplishing results, the bottom line, confidence
  • Influence - persuading others, openness, dependability
  • Steadiness - cooperation, sincerity, dependability
  • Compliance - quality, accuracy, expertise

DISC profile - Executive Assistant

Executive Assistant

Shortlisted candidates

Candidate A

Candidate B

Candidate C

Behavioural adaptation by candidates to match the job profile:

Candidate A

Candidate B

Candidate C

Results

Our aim is to produce a strong shortlist by sourcing widely. We measure every stage in our recruitment process to ensure we meet this key objective.

Our service comes with an extended 18-month replacement guarantee. This guarantee means our interests are mutually aligned - to recruit high achievers who will excel and stay.

Video views

1,059


Applications received

78


Interviewed by 11 Recruitment

5


Shortlisted

4


Interviewed by client

3


Hired

1

Feedback

"Christian provided a very professional, friendly service.

He was excellent to deal with, always making sure we understood and were happy with the process.

His screening and interviewing was thorough and we are thrilled with the outcome - he found us an excellent candidate."

Looking to recruit?


Christian Madsen | Managing Director

Want to recruit?

Click the button to request your free quote or call me on (08) 9225 6211 if you have any questions.

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