HR Specialty Service Professional - Executive Coordination

Help shape an exceptional executive hiring experience through flawless coordination and thoughtful stakeholder support. In this role, you will keep complex interview schedules on track, anticipate needs, and remove friction for candidates and internal teams. You will thrive in a fast-paced environment where details, responsiveness, and professionalism matter. If you enjoy partnering with others and solving scheduling challenges with calm, clear communication, this role is for you.

As an HR Specialty Services Professional within Talent Acquisition Operations & Onboarding team, you will support the end-to-end executive hiring experience by coordinating interview logistics and providing high-touch operational support. You will help ensure interviews run smoothly and on time by confirming participants, formats, and materials, and by communicating clearly throughout the process. You will handle sensitive information with discretion and use sound judgment when priorities shift. You will work closely with recruiters and hiring managers to resolve issues quickly and maintain a consistently strong candidate experience.

Job responsibilities

• Coordinate multi-step executive interview schedules across time zones, including confirmations, calendars, formats, and required materials
• Communicate proactively with candidates and interviewers to set clear expectations and provide timely updates
• Partner with recruiters and hiring managers as a trusted advisor to align on interview plans, changes, contingencies, and solutions throughout the executive recruiting lifecycle
• Track interview progress and maintain accurate status updates in relevant systems and trackers
• Identify recurring scheduling issues, share improvement opportunities with the team, and support updates to trackers and process documentation as needed
• Resolve day-to-day logistics issues quickly, escalating when needed to prevent delays
• Maintain a high level of professionalism in all candidate and stakeholder interactions
• Protect confidential candidate and business information through careful handling and sound judgment
• Create and maintain job requisitions and support candidate application management, ensuring complete and accurate information in applicable systems
• Create offer letters and support offer revisions, addendums, approval routing, and related offer activities
• Coordinate non-disclosure agreements and support candidate travel, relocation, visa, reimbursement, and expense reconciliation activities, as applicable

Required qualifications, capabilities, and skills

• Experience in coordination, recruiting operations, human resources operations, executive support, or a comparable scheduling-focused environment
• Demonstrated ability to manage multiple concurrent processes and shifting priorities with minimal oversight
• Excellent written and verbal communication skills, with comfort interacting across seniority levels
• Strong attention to detail, follow-through, and ownership of deadlines and commitments
• Proven ability to handle sensitive and confidential information with discretion
• Proficiency with common scheduling and productivity tools (calendar, email, spreadsheets) and applicant tracking or human resources systems, as applicable
• Sound judgment and ability to remain calm and effective under time pressure
• Ability to serve as a consultative partner to recruiters and stakeholders by providing guidance, recommending solutions, and navigating changing operational needs

Preferred qualifications, capabilities, and skills 

• Experience supporting executive-level interview processes
• Experience coordinating interviews across multiple time zones
• Familiarity with process improvement and documenting recurring issues or opportunities
• Experience supporting recruiting activities beyond interview scheduling, such as requisition creation, candidate application management, offer letter preparation, non-disclosure agreement coordination, or candidate reimbursement
• Familiarity with the end-to-end recruiting lifecycle and the operational requirements associated with each stage