Job Description

At Madison Davis, we are building the next generation of leaders in executive search and financial staffing. Every strong recruiting team begins with exceptional operational support, and that is where you come in.

We are hiring an Administrative and Operations Assistant for our Pittsburgh office. This is an onsite role, and you will be the foundation of our daily workflow. You will keep our systems organized, support the recruiting team, and ensure that our office operates with accuracy, speed, and consistency.

What You Will Do

• Keep our ETS and ATS system organized and updated. This includes entering candidate information, maintaining clean records, and ensuring accuracy across all data.

• Provide daily administrative support to the recruiting team including scheduling, document management, and candidate coordination.

• Manage job postings and review incoming resumes. You will also flag qualified candidates for the team.

• Maintain organized files, reports, and workflows that support a fast-moving office.

• Assist leadership with administrative projects connected to our growth in Pittsburgh.

• Partner with recruiters to keep searches running smoothly and processes consistent.

What You Will Learn

• How a top executive search firm operates behind the scenes.

• How elite recruiting teams use systems, process, and data to deliver strong results.

• Best practices in administration, organization, candidate workflow, and daily office operations.

• The foundational skills that support long term growth in operations, administration, or recruiting.

What You Bring

• Bachelor’s degree required.

• Excellent organizational skills and a strong interest in maintaining clean systems and workflows.

• Strong communication and interpersonal skills.

• A detail-oriented mindset with the ability to manage multiple tasks at once.

• A proactive attitude and the confidence to take initiative in a fast-paced environment.

• No recruiting experience required. Solid administrative instincts and a desire to grow are the most important factors.

Why Madison Davis

At Madison Davis, you will join a high performing team that values collaboration, development, and growth. We provide the tools, training, and support you need to build your career in operations, administration, or recruiting.

We offer:

• Competitive base salary and performance bonuses

• Full benefits including medical, dental, and vision

• An energetic, team driven culture that celebrates growth and winning together

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