Executive Assistant - Talent

VBP is looking for an experienced Executive Assistant to join our Talent Team - working in support of our Head of Talent, Recruiter, and Talent + Benefits Manager.

The role


  • Manage the coordination and communication of interviews with candidates, hiring managers and the recruiting team
  • Create a meaningful experience for interview candidates, and help identify opportunities for improvement
  • Serve as point person for onsite interviews – greet candidate, set them up in an interview room, provide schedule and perks handout, ensure interviewers are arriving / wrapping up on time, walk the candidate out at the end of the visit
  • Coordinate candidate travel – flights, hotel, welcome box, special accommodations, etc.
  • Compose interview schedules using the VBP template
  • Own offer letter creation and processing – once signed, share details with payroll and the Talent Team
  • Manage scheduled and ad hoc reporting/analysis for the team and hiring managers (e.g. Weekly Recruiting Updates)
  • Demonstrate urgency and operational excellence while ensuring quality and integrity in everything you do
  • Be proactive – go above and beyond to make sure things are running smoothly


  • Assist with onboarding and orientation
  • Assist with Visa process—keep documents organized and collect signatures
  • Handle all employment verification requests
  • Schedule meetings and info sessions for HR related subjects, including 401(k), benefits, etc.
  • Send and file terms for freelance and contract employees
  • Maintain HR database and personnel files
  • Help with special projects as they arise
  • Support the Head of Talent with projects, meeting set up/calendaring and other assignments, as needed


  • 3+ years working in an administrative capacity, agency experience preferred
  • Excellent calendar management and organizational skills
  • Strong propensity for problem solving
  • An approachable and welcoming demeanor
  • Strong communication skills, both written and verbal
  • Ability to interact with staff (at all levels), sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
  • Proven track record in building internal relationships across all departments and levels, and proactively managing those relationships via face-to-face communication

Venables Bell & Partners