Executive Search Recruitment Coordinator

HonorVet Technologies (SDVOSB) provides specialized and scalable staffing solutions to pharmaceutical companies, medical device companies, biotech organizations, CROs, research laboratories, and life sciences organizations across the United States. With strong delivery capabilities and rapid turnaround times, we support contract, direct hire, project-based, and consulting staffing needs across clinical research, pharmacovigilance, regulatory affairs, quality assurance, quality control, medical affairs, manufacturing, validation, and scientific operations. Our dedicated recruitment team focuses on delivering qualified life sciences and pharmaceutical professionals efficiently while ensuring quality, compliance, and client satisfaction.

Job Title: Executive Search Recruitment Coordinator
Job Location: Acton, MA
Job Duration: 06 Months

Hybrid in Acton, MA: expected to be onsite ~3days/week

Description:
We are seeking a highly organized, detail-oriented Recruitment Coordinator to support a fast-paced Executive Search team. This individual will be responsible for managing interview logistics, delivering a best-in-class candidate experience, and ensuring smooth coordination across stakeholders.

Responsibilities:
Interview Coordination & Scheduling

• Coordinate complex interview schedules across multiple time zones and stakeholders
• Manage high-volume scheduling (phone screens, panel interviews, executive interviews)
• Ensure seamless communication between candidates, recruiters, and hiring managers
• Handle last-minute changes with professionalism and efficiency

• Serve as the primary point of contact for candidates throughout the interview process
• Provide timely updates, confirmations, and follow-ups
• Ensure a consistent, high-touch, and positive candidate experience
• Welcome candidates onsite in Acton, guide them on a tour of the building, and introduce them to the interviewers (ELT).

• Partner with recruiters, hiring managers, and executives to align on scheduling priorities
• Maintain strong internal relationships and respond quickly to requests
• Manage expectations and resolve scheduling conflicts

• Track candidate activity and ensure CRM/ATS accuracy
• Maintain interview calendars and documentation
• Identify opportunities to improve coordination processes and workflows
• Administrative talks include proofreading documents, updating reports, and creating PowerPoint presentations.
• Support onboarding logistics as needed
  

• Bachelor's degree required.
• 1-3 years of experience in recruiting coordination, HR, or administrative support
• Strong organizational and time management skills
• Excellent written and verbal communication
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and accuracy
  

• Experience in a high-growth tech, startup, or corporate recruiting environment
• Familiarity with ATS systems (e.g., Greenhouse, Lever, Workday)
• Experience supporting executive-level recruiting processes
• Proven ability to handle confidential information with professionalism
• Executive search environments (higher-touch, White-glove candidate mgmt)
  

• Execution Excellence - delivers flawlessly under pressure
• Communication - clear, professional, and candidate-centric
• Problem-Solving - proactive, solutions-oriented mindset
• Stakeholder Management - builds strong internal relationships
• Adaptability - thrives in ambiguity and changing priorities