What are the responsibilities and job description for the Administrative Assistant position at Primary Services?
Join a culture-driven organization where growth is intentional, projects are impactful, and your contributions directly influence hiring success at a strategic level. Step into a role that blends precision, visibility, and meaningful collaboration across senior stakeholders.
Primary Services is excited to announce the role of Administrative Assistant for a large, well-established organization known for its commitment to operational excellence and scalable talent strategies. This role is essential to delivering smooth, high-touch interview experiences for leadership and technical hiring initiatives. The Administrative Assistant will work closely with recruiters, executives, and cross-functional partners to manage complex scheduling logistics and ensure a polished, professional candidate experience.
Responsibilities
- Coordinate end-to-end scheduling for executive and technical interviews, including panel interviews and multi-day interview processes.
- Manage complex calendars across senior leaders, balancing competing priorities and limited availability.
- Identify scheduling conflicts and proactively resolve issues to maintain hiring timelines.
- Ensure all interview logistics, materials, and communications are accurate and delivered in advance.
- Provide a high-touch, professional experience for candidates and internal stakeholders throughout the interview lifecycle.
- Serve as the primary point of contact for interview coordination, maintaining clear and timely communication.
- Coordinate candidate travel arrangements, including flights, accommodations, and transportation.
- Prepare detailed travel itineraries and provide real-time support during candidate travel.
- Manage reimbursement processes, ensuring timely and accurate submission and resolution.
- Collaborate with recruiters, hiring managers, and executive assistants to align on scheduling priorities.
- Maintain accurate data within the applicant tracking system and ensure compliance with internal policies.
- Track and report on scheduling efficiency, timelines, and travel metrics.
- Identify opportunities to improve processes and streamline coordination workflows.
Qualifications
- Minimum of 2 years of experience in recruiting coordination, executive scheduling, or complex calendar management.
- Demonstrated experience managing high-volume, complex scheduling across senior stakeholders.
- Experience coordinating candidate or corporate travel and processing reimbursements.
- Proficiency with applicant tracking systems such as SAP SuccessFactors or similar platforms.
- Advanced proficiency with Microsoft Outlook, Microsoft Teams, and Microsoft Office Suite.
- Strong ability to manage multiple priorities in a fast-paced, deadline-driven environment.
- Proven ability to handle confidential information with a high level of discretion.
- Experience supporting executive-level or technical hiring processes preferred.