Recruiting Coordinator

Overview

Join a leading organization dedicated to shaping the future of talent acquisition! As a vital partner with Aquent, you will step into a dynamic role at the heart of executive recruitment, making a tangible impact by ensuring a seamless and exceptional experience for high-level candidates and hiring leaders. Your expertise will be crucial in optimizing our talent processes, directly contributing to the success and growth of our executive teams.

**About the Role**
We are seeking a highly organized and proactive individual to elevate our executive talent acquisition operations. This pivotal position supports the full recruitment lifecycle for executive-level roles, acting as the central point of coordination and communication. You will be instrumental in managing complex scheduling, logistical details, and critical administrative tasks, directly influencing candidate engagement and recruiter efficiency. Your dedication to precision and outstanding customer service will ensure a world-class experience for every executive candidate and internal stakeholder.

**Key Responsibilities**
* Orchestrate an unparalleled candidate experience from initial interview scheduling through to their first day, ensuring smooth transitions and clear communication.
* Cultivate strong collaborative relationships with hiring leaders and administrative teams to guarantee timely execution of all recruitment process milestones.
* Manage the intricate coordination and scheduling of all interview formats—phone, video, and in-person—including comprehensive travel arrangements and the distribution of interview materials and evaluations.
* Efficiently process candidate expense reimbursements, maintaining accuracy and promptness.
* Liaise effectively with external talent agencies to coordinate interviews for both candidates and hiring leaders.
* Facilitate crucial hiring strategy discussions (intake calls) with talent partners and leaders, as well as candidate review calls following each interview round.
* Provide essential support in the creation and processing of offer letters and new hire documentation, overseeing the initiation and completion of pre-employment checks and compliance requirements.
* Collaborate with managers and their administrative support to ensure a smooth onboarding experience, including managing access requests, disseminating first-day information, and providing comprehensive onboarding checklists.
* Coordinate closely with internal support teams for the provisioning of necessary equipment and resources for new hires.
* Maintain meticulous records within our talent management system, ensuring accurate requisition management, candidate status updates, and adherence to compliance standards.
* Masterfully track and prioritize multiple requests, demonstrating a keen awareness of sensitive timelines, deadlines, and confidential information.

**What You’ll Bring**

**Required Qualifications:**
* A minimum of 7 years of comprehensive experience in Human Resources, Talent Acquisition, or a related coordination role.
* Demonstrated extensive experience in complex scheduling and logistical management.
* High proficiency in widely used office productivity software and talent management systems.
* A strong sense of urgency coupled with a deep understanding of what constitutes an exceptional candidate and client experience.
* Exceptional organizational skills, meticulous attention to detail, and unwavering accuracy in documentation, scheduling, and compliance tracking, complemented by excellent follow-through capabilities.
* Proven ability to thrive and multi-task in a fast-paced, evolving work environment, effectively balancing and prioritizing numerous tasks.
* Outstanding interpersonal skills, enabling effective and professional interaction with all levels of leadership, HR partners, internal team members, and in group settings.

**Preferred Qualifications:**
* Direct experience supporting executive-level talent acquisition processes.
* A proactive problem-solver with the ability to troubleshoot and resolve scheduling conflicts or process inefficiencies.
* Experience navigating and succeeding within a large, complex organizational structure.
* The capacity to work autonomously while also being a highly collaborative team player.

**Education:**
* A Bachelor’s Degree is preferred, or equivalent practical experience (7+ years in Human Resources/Talent Acquisition or a related coordinator role).
 

The target hiring compensation range for this role is $30.99 to $34.43 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits! 

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.