Executive Recruiting Operations Coordinator

Recruitment Coordinator (Executive Search)

Location: Acton, MA (Hybrid – approximately 3 days onsite per week)

Pay Rate: Up to $75.00/hour or about $152,000 a year

Job Type: Long Term Contract

Position Overview

We are seeking a highly organized, detail-oriented Recruitment Coordinator to support a fast-paced Executive Search team. This individual will play a critical role in managing interview logistics, delivering a white-glove candidate experience, and ensuring seamless coordination across candidates, recruiters, hiring managers, and executive leadership teams. The ideal candidate has experience supporting C-level recruiting efforts and thrives in a high-touch, fast-moving environment.

Key Responsibilities

Interview Coordination & Scheduling

• Coordinate complex interview schedules across multiple time zones and stakeholder groups.
• Manage high-volume scheduling for phone screens, panel interviews, leadership interviews, and executive-level interviews.
• Ensure seamless communication between candidates, recruiters, hiring managers, and executive stakeholders.
• Handle scheduling changes and conflicts with professionalism, urgency, and efficiency.

Candidate Experience

• Serve as the primary point of contact for candidates throughout the interview process.
• Provide timely updates, interview confirmations, and follow-up communications.
• Deliver a consistent, high-touch, and positive candidate experience.
• Welcome candidates onsite in Acton, provide facility tours, and facilitate introductions to executive leadership team (ELT) interviewers.

Stakeholder Management

• Partner closely with recruiters, hiring managers, executives, and C-level leaders to align scheduling priorities.
• Build and maintain strong internal relationships across the organization.
• Manage expectations, resolve scheduling conflicts, and ensure a smooth interview process for all parties.

Process & Operations

• Track candidate activity and maintain accurate records within CRM and ATS systems.
• Manage interview calendars, documentation, and recruiting workflows.
• Identify opportunities to improve scheduling processes, coordination efficiency, and overall candidate experience.
• Perform administrative tasks including proofreading documents, updating reports, and creating PowerPoint presentations.
• Support onboarding logistics and related coordination activities as needed.

Required Qualifications

• Bachelor's degree required.
• 1–3 years of experience in recruiting coordination, human resources, executive administration, or related support functions.
• Experience supporting executive-level or C-suite recruiting processes.
• Strong organizational, scheduling, and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced, high-volume environment.
• Exceptional attention to detail and accuracy.
• Professional demeanor and ability to handle confidential information with discretion.

Preferred Qualifications

• Experience in executive search, retained search, or high-touch recruiting environments.
• Experience supporting C-level executives and executive leadership teams.
• Familiarity with Applicant Tracking Systems (ATS) such as Greenhouse, Lever, or Workday.
• Experience in a high-growth technology, startup, or corporate recruiting environment.
• Proven ability to manage confidential and sensitive information with professionalism.
• Experience delivering a white-glove candidate experience throughout the recruiting lifecycle.

Skills & Competencies

• Execution Excellence: Delivers high-quality results under pressure while managing competing priorities.
• Communication: Professional, polished, and candidate-focused communication style.
• Problem Solving: Proactive, resourceful, and solutions-oriented mindset.
• Stakeholder Management: Builds strong partnerships and effectively manages relationships across all organizational levels.
• Adaptability: Thrives in dynamic environments with evolving priorities and changing business needs.
• Customer Service Mindset: Committed to providing an exceptional experience for candidates and stakeholders alike.