Position Summary
We are looking for two Talent Acquisition Coordinators to support recruitment operations through interview scheduling, calendar management, candidate communication, and administrative coordination. The primary focus is to ensure interviews are scheduled accurately and promptly, candidates receive timely communication, and hiring processes move forward without unnecessary delays.
The successful candidates will work remotely from the Philippines, supporting a U.S.-based recruitment team, hiring managers, and interviewers across multiple departments. The role requires excellent organizational and communication skills, attention to detail, and a strong sense of urgency. Prior recruitment experience is not essential, and candidates with executive assistant, administrative support, or complex scheduling experience are encouraged to apply.
Job Details
Work setup: Work from home
Schedule/Shift:
Opening 1: Monday to Friday, 8:00 AM to 5:00 PM U.S. Eastern Time
Opening 2: Monday to Friday, 8:00 AM to 5:00 PM U.S. Pacific Time
Holidays: U.S. company holidays, subject to final client confirmation
Responsibilities
- Coordinate and schedule interviews, from initial recruiter screens to complex panel interviews involving multiple participants, using Greenhouse and Google Calendar.
- Manage interview calendars across U.S. time zones, ensuring accurate scheduling and timely communication with candidates, recruiters, hiring managers, and interviewers.
- Prepare and send interview invitations, confirmations, reminders, and relevant candidate preparation materials.
- Respond promptly to scheduling requests, cancellations, and rescheduling needs, proactively coordinating alternative arrangements to minimize delays.
- Monitor email and Slack communications throughout the assigned shift, ensuring time-sensitive requests are addressed with urgency.
- Contact candidates directly by email or phone when they are late, unresponsive, or experiencing technical difficulties during scheduled interviews.
- Coordinate with internal stakeholders to resolve scheduling conflicts, secure interviewer availability, and accommodate last-minute changes.
- Maintain accurate candidate records, interview schedules, application stages, and related information in Greenhouse.
- Support recruiters with administrative coordination, including scheduling technical assessments and distributing take-home assignments when required.
- Coordinate onsite interview arrangements, meeting rooms, and leadership schedules in collaboration with office managers and Executive Assistants.
- Assist with candidate travel arrangements, including flights, accommodation, transportation, and interview-related expense reimbursements.
- Provide scheduling support and coverage for fellow coordinators when necessary to maintain continuity of recruitment operations.
- Handle confidential candidate and company information professionally and in accordance with established procedures.
Qualifications
- At least 1–2 years of relevant experience in executive assistance, administrative coordination, recruitment coordination, interview scheduling, or a similar role involving calendar and stakeholder management.
- Demonstrated experience coordinating meetings, interviews, or appointments involving multiple participants and competing schedules.
- Proficiency in Google Workspace, particularly Google Calendar and Gmail.
- Excellent written and verbal English communication skills, with the ability to interact professionally with candidates, hiring managers, and senior stakeholders.
- Strong organizational skills and attention to detail, particularly when managing schedules, time zones, and multiple concurrent requests.
- Strong sense of urgency and responsiveness, with the ability to act promptly on incoming requests and resolve time-sensitive scheduling issues.
- Ability to manage changing priorities, last-minute adjustments, and high volumes of coordination work without compromising accuracy.
- Strong problem-solving skills, sound judgment, and the ability to work independently while seeking clarification when necessary.
- Professionalism, discretion, and the ability to maintain confidentiality when handling candidate and company information.
- Ability to work effectively with remote teams and collaborate through email, messaging platforms, and virtual meetings.
- Willingness and ability to work full-time during the assigned U.S. Eastern or Pacific shift.
- Reliable primary internet connectivity and a backup internet connection, subject to the company's IT work-from-home readiness assessment.
Preferred qualifications and exposure
- Hands-on experience with Greenhouse Applicant Tracking System (ATS). This is strongly preferred, although candidates with strong scheduling and coordination experience may also be considered.
- Previous experience supporting U.S.-based teams, particularly in interview scheduling, executive calendar management, or administrative coordination.
- Familiarity with Slack and recruitment-related communication workflows.
- Experience coordinating complex interview panels, managing multiple calendars, and scheduling across different U.S. time zones.
- Previous experience in a fast-paced recruitment, corporate, BPO, or shared services environment.
