Job Description
Primary Function:
The Executive Talent Acquisition Program Coordinator is responsible for managing and supporting the general operations and discreet processes of the function in a global shared service environment. Responsible for exceeding client expectations by providing quality white glove service to candidates and hiring leaders. Responsibilities include interview scheduling, generation of interview itineraries, vendor management of selection assessment activities, completion of functional reports and tasks in support of executive recruiters. Experience in project and/or program management in talent acquisition and/or healthcare services industry is ideal.
Key Responsibilities:
- Coordinate all aspects of executive recruiting logistics, including interview scheduling, candidate travel, and visit itineraries.
- Serve as the primary point of contact for executive candidates, ensuring a professional, seamless experience.
- Collect, track, and summarize interview feedback and candidate assessments for hiring leaders.
- Assist with the preparation of confidential offer letters and support executive relocation processes, including vendor coordination and budget tracking.
- Maintain accurate reporting and dashboards of executive recruiting activity, metrics, and costs.
- Leverage digital tools and Microsoft Office applications to streamline workflows, documentation, and communication.
- Build collaborative relationships with internal stakeholders, vendors, and candidates through effective communication and follow-through.
- Support continuous improvement by documenting processes, identifying opportunities for efficiency, and implementing best practices.
Education:
Bachelor's Degree Human Resources, Business Administration or applicable course of study (required)
Work Experience:
- 5+ years of experience in office management, recruiting coordination, HR operations, or related administrative support roles; experience in vendor management and budget tracking preferred.
- Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment.
- Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; comfortable learning new digital tools.
- Excellent written and verbal communication skills with the ability to draft professional correspondence and reports. Strong relationship-building skills; able to collaborate effectively with candidates, hiring leaders, and cross-functional partners.
- Demonstrated ability to handle confidential information with discretion and integrity.
- Attention to detail and accuracy in managing logistics, documentation, and reporting.
- Problem-solving mindset with willingness to suggest process improvements
Skills:
- Technical Proficiency: Skilled in Workday, Asana, and Microsoft Office Suite (Excel, PowerPoint, Word, Teams) to manage recruiting workflows, reporting, and communications.
- Organization & Time Management: Strong ability to prioritize multiple tasks, manage competing deadlines, and maintain attention to detail in a fast-paced environment.
- Communication: Excellent written and verbal communication skills; able to draft professional correspondence and deliver clear updates to stakeholders.
- Relationship Building: Strong interpersonal skills with the ability to collaborate effectively with candidates, leaders, vendors, and colleagues.
- Critical Thinking & Problem Solving: Ability to analyze information, identify issues, and propose practical solutions.
- Adaptability & Agility: Comfortable working with shifting priorities and adapting to evolving needs.
- Teamwork: Works effectively as part of a team, demonstrating reliability, accountability, and cooperation.
- Professionalism & Confidentiality: Maintains discretion and integrity when handling sensitive information.
Work Setup:
- Full-time role
- 3 months onsite training
- Hybrid work set-up thereafter
