An unfilled administrative role can lead to scheduling conflicts, unmanaged visitors, follow-ups that go unanswered and directors managing calendars instead of their core responsibilities. Administrative work is only invisible when it is being done well.
Equiliem tests software capability and screens for employment history and demonstrated composure under competing demands rather than accepting a resume’s claims. Many organizations turn to us once an administrative vacancy begins pulling leaders and other team members away from their core responsibilities. Experienced executive assistants almost never surface on job boards, but employers rely on administrative continuity to maintain office operations, records integrity and the experience visitors and staff have of the organization. Equiliem supports office leaders with scalable staffing, recruiting and workforce solutions that adapt to their specific administrative needs.
Whether responding to a resignation, staffing a records project for its duration or providing desk coverage through a twelve-week leave, Equiliem provides support professionals who keep the work from piling up. Our administrative support staffing is sized to your workforce gap rather than rigidly adhering to a standard contract.
For long-term hiring needs, we help employers identify executive assistants, office managers and coordinators whose experience aligns with your pace and the people they will support. A specialized administrative support recruiter tests typing and spreadsheet capability and actually calls references. Administrative support headhunters know that experienced executive assistants and office professionals often find their next opportunity through relationships rather than job postings. Our recruiters maintain connections with proven support professionals, helping us reach candidates whose skills, working style and experience align with the leaders and teams they would support.
Few administrative roles carry a license, so screening concentrates on the person and the claims. Our screening is tailored to the role and assignment: we screen for relevant experience and qualifications, review available documentation, and coordinate applicable client-specific requirements. Depending on the role, that may include employment history, degrees, background screening, drug screening where your site requires it, employment eligibility verification, notary commissions, software skills tested rather than assumed and industry-specific additions such as documented HIPAA training for a clinic front desk or site badging for a plant.
We couldn’t have said it better ourselves.
Our receptionist quit on a Thursday and Equiliem had someone at the desk Monday morning. Not a warm body, someone who'd worked a medical front desk and knew not to discuss patients in the waiting room. I was frankly amazed at the turnaround.
I've had temp agencies send people who "knew Excel" and couldn't build a filter. Equiliem tests before they send, and the scores come with the resume. Every admin they've placed here could do the work on day one, which saves me the two weeks of babysitting I'd budgeted.
An executive assistant is the most personal hire there is, and I'd gotten it wrong twice on my own. Equiliem asked me questions nobody else had, like how I want conflicts on my calendar handled. The person they found gets me, and I don't say that easily.
Front desk, mailroom, document control, we've filled maybe ten admin roles through them across three offices. Every start date held. When you manage facilities you learn to treasure the vendors who just do what they said.
Partner with Equiliem
For more than 30 years, Equiliem has operated as a family-owned company supporting the workforce behind North America’s critical infrastructure, including the offices attached to power plants, hospitals and freight terminals. We learn what your version of the job actually involves before we send anyone, because we understand that the coordinator at a utility tracks very different paperwork than the one at the clinic responsible for guarding patient privacy.
A CEO had gone through two assistants in eighteen months and was triaging his own inbox on weekends. We spent the first week learning how he actually worked before showing a resume. The assistant we placed in 19 days now runs his calendar, his travel, and the board logistics, and has outlasted both predecessors combined.
An engineering firm's office manager retired after twenty-two years and took most of the unwritten procedures with her. We recruited a replacement in five weeks who spent her first month writing down everything that had lived in her predecessor's head. The next lease renewal, insurance audit, and holiday close all happened without drama.
A specialty clinic's front desk went empty on a Thursday, and Monday's schedule was full. We had a screened receptionist with documented HIPAA training at the desk Monday at 7:45. Patients were checked in on time, and the contract receptionist stayed eleven weeks until the direct hire started.
A utility digitizing four decades of service records needed six data entry specialists for a nine-month project. We staffed the full team inside two weeks, all tested above 9,000 keystrokes per hour with accuracy scores to match. The project finished a month early.
For Employers
Often the next business day for reception and general admin, from people we have already screened and tested. An executive assistant search runs three to five weeks, because the fit has to be right.
We test. Typing, Excel, data entry accuracy, whatever the desk requires, and the scores come to you with the resume.
Yes. Records migrations, mailings, file conversions, front desk coverage through a renovation. We size the team to the project and wind it down on schedule.
Temporary and contract coverage, contract-to-hire, and direct placement.
Tell us that week. Contract staff can be replaced within days, and direct-hire engagements may include a replacement guarantee based on the terms of the specific engagement.
For Job Seekers
Reception, data entry, file and records work, coordinators, office managers, and executive assistants, temporary through direct placement.
Both, plus contract-to-hire, which is how many of our direct placements start.
Usually no. We test your software skills and present the scores, which often matters more than a certificate. If you hold a notary commission, tell us; some clients prize it.
A conversation about what you do well, a skills assessment, then roles matched to your pace and preferences, with support through your first weeks.
None, ever. Employers pay us.
Partner with Equiliem
