Executive & Communications Coordinator

Cynos Express LLC · East Rutherford, NJ · Full-time, On-site

Cynos Express LLC is a multicultural, Asian-owned small business building a portfolio of consumer brands across major e-commerce channels, from food and wellness to home and lifestyle. Our team brings together talent from China, Korea, and the U.S.

We're a small, hands-on team, and we're looking for someone who is naturally organized, professional, and thoughtful in the way they communicate. This person will work closely with company leadership and help keep recruiting, schedules, communications, and day-to-day follow-ups organized and moving.

Role

The Executive & Communications Coordinator works directly with company leadership and helps manage the many details and communications that keep a growing business running smoothly.

A major part of the role is recruiting coordination. You'll post job openings, organize applications, communicate with candidates, and manage interview scheduling and follow-ups.

You'll also support our influencer outreach by researching creators, making initial contact, managing ongoing communication, coordinating product samples, and keeping track of follow-ups.

On the executive support side, you'll help manage schedules, appointments, reminders, correspondence, and outstanding items. From time to time, you'll also make initial contact with new vendors or business partners, coordinate meetings, request information or samples, and follow up on behalf of leadership.

This is an entry-level-friendly position, and prior professional experience is not required. We're much more interested in finding someone with the right natural qualities: someone who genuinely enjoys being organized, communicates professionally and respectfully, has good judgment, and follows through without needing constant reminders.

Because we're a small and growing company, the responsibilities of this position will naturally evolve over time.

Responsibilities

• Post job openings on Indeed, LinkedIn, and other recruiting platforms
• Organize incoming applications and resumes
• Conduct initial resume screening based on established criteria
• Communicate professionally with applicants throughout the hiring process
• Coordinate interviews between candidates and leadership
• Manage interview confirmations, cancellations, and rescheduling
• Follow up with candidates as directed
• Maintain organized recruiting trackers and candidate records
• Assist with onboarding coordination for new hires
• Help manage leadership schedules, appointments, meetings, and reminders
• Coordinate meetings with candidates, vendors, business partners, and other contacts
• Maintain organized calendars, task lists, and follow-up trackers
• Keep track of outstanding items and make sure important follow-ups are not forgotten
• Prepare and organize basic documents, spreadsheets, and company records
• Assist with routine business correspondence
• Help leadership stay organized as priorities and projects change
• Research potential influencers and content creators across TikTok, Instagram, and other relevant platforms
• Make initial outreach to potential influencer partners
• Manage day-to-day influencer communication
• Coordinate product samples and track shipments
• Follow up on product deliveries, content, and collaboration status
• Maintain organized influencer contact and outreach trackers
• Monitor social media for potential creators and partnership opportunities
• Occasionally assist with simple social media and content-related tasks
• Make initial contact with prospective vendors and business partners as directed by leadership
• Communicate professionally on behalf of the company
• Coordinate introductory meetings, calls, and appointments
• Request basic information, quotations, samples, or documentation as needed
• Follow up on outstanding requests and conversations
• Maintain organized records of vendor contacts and communication
• Help ensure important conversations continue moving forward
• Maintain internal spreadsheets, trackers, files, and company records
• Assist with basic business documentation and administrative tasks
• Help coordinate occasional projects and company activities
• Assist other team members with administrative needs when necessary
• Take on additional responsibilities as the company develops its internal systems and grows

Who we are looking for

Above all, we're looking for someone who is naturally organized and genuinely enjoys being organized. Not someone who is trying to become organized for the job.

Keeping schedules in order, maintaining trackers, organizing information, following up on unfinished tasks, and making sure nothing gets overlooked should feel satisfying to you rather than something you have to force yourself to do. This role is best suited for someone who naturally notices details, reads situations well, and thinks one step ahead. If you tend to wait for detailed instructions before taking action, this position may not be the right fit.

You should also be naturally polite, considerate, and professional in the way you communicate. You'll regularly interact with job candidates, influencers, vendors, business partners, and our internal team. We care about how people are treated and how our company is represented, including in small everyday interactions.

A good understanding of business communication is important. You should have a natural sense for how to write a professional email, how to speak professionally on the phone, when and how to follow up, how to adjust your tone depending on who you're communicating with, and what information is appropriate to communicate.

We're also looking for someone with good practical judgment who notices details and thinks one step ahead. Once you understand what needs to be accomplished, you should be comfortable organizing the details and moving things forward without needing instructions for every small step.

You don't need years of professional experience to have these qualities. We'd rather hire someone early in their career who is naturally organized, thoughtful, professional, and eager to learn than someone with more experience who isn't naturally suited to this type of work.

Required

• Genuinely enjoys organizing schedules, information, trackers, and follow-ups
• Highly organized with strong attention to detail
• Strong follow-through and ability to keep track of multiple ongoing conversations and tasks
• Professional, polite, and thoughtful communication style
• Strong written and verbal English communication skills
• Good understanding of basic professional and business communication
• Comfortable communicating by phone with candidates, vendors, influencers, and business partners
• Comfortable using Excel and/or Google Sheets for trackers and data organization
• Comfortable with Google Workspace or able to learn it quickly
• Able to manage calendars, appointments, and multiple schedules
• Good practical judgment and ability to handle routine situations independently
• Comfortable working directly with company leadership
• Reliable and able to handle confidential information appropriately
• Comfortable learning new software, tools, and systems
• Able to adapt as priorities change in a small and growing company

Preferred but not required

• Administrative assistant, executive assistant, office coordination, or recruiting experience
• Experience coordinating interviews or schedules
• Social media or influencer marketing experience
• Experience communicating with vendors or outside business partners
• E-commerce or consumer goods experience
• Customer service experience
• Strong Excel or Google Sheets skills
• Bilingual ability

Compensation & Details

Job type: Full-time, On-site

Location: East Rutherford, NJ

Salary: Starting at $35,000/year. We are open to offering beyond this range for the right candidate based on experience, capability, and overall fit.

Schedule: 8:30 AM – 5:00 PM, Monday through Friday

This is an on-site position. As a small and growing company, responsibilities may evolve over time as we build our internal systems and expand the business.

Immediate opening — candidates available to start right away are encouraged to apply.

Please submit your resume to hr@cynosexp.com.

Interview process: All interviews for this position are conducted in person at our East Rutherford office. Because this is a fully on-site, highly collaborative role working closely with leadership and outside contacts, we believe an in-person conversation is the best way for both sides to evaluate fit.

In your email, please include 2–3 dates and times when you would be available for an in-person interview at our East Rutherford office. We'll review your availability and contact you to confirm a time that works with our schedule.

We welcome your application and look forward to meeting you in person and having a thoughtful conversation about the role and our company!