Responsibilities:

• Administrative Support: Assist the talent acquisition team with various administrative tasks related to the recruitment process. This may include document preparation, data entry, and other administrative duties.
• Interview Scheduling: Coordinate and schedule interviews for candidates, taking into consideration multiple time zones. Collaborate closely with the talent team to ensure a positive candidate experience.
• Candidate Communication: Manage communication with candidates regarding interview schedules, feedback, and application status. Keep candidates informed and engaged throughout the process.
• Interview Preparation: Prepare candidate interview details, such as scheduling interviews, reserving interview rooms, arranging video conferences, and ensuring all necessary interview materials are ready.
• Travel Arrangements: If required, arrange travel and accommodations for candidates who need to travel for interviews.
• Candidate Welcoming: Greet candidates on the day of their interviews and guide them to the appropriate meeting rooms, creating a positive first impression.
• Administrative Tools: Create and maintain administrative tools to streamline the recruiting process, such as job postings, interview guides, and email templates.
• Operational Functions: Perform operational tasks to support recruitment efforts in the US, Canada, and Australia, including project tracking, reporting, metrics analysis, and compliance audits.
• Applicant Tracking: Maintain accurate records in the applicant tracking system (ATS) to ensure the integrity of candidate information and data.
• Stakeholder Communication: Collaborate and communicate effectively with key stakeholders across various departments within the organization.
• External Partners: Work with external recruitment partners to ensure candidates progress through the recruitment process within agreed-upon timelines.
• Document Management: Maintain organized records of candidates and recruitment documents to ensure compliance with company policies, employment laws, and confidentiality requirements.
• On-Site Presence: Be willing to work on-site 2-3 days per week, as required by the role.

Experience:

• Scheduling Experience: Minimum of 2 years of scheduling experience in a fast-paced environment, demonstrating your ability to handle complex scheduling tasks efficiently.
• Recruiting or HR Background: Previous experience in recruiting, HR, or administrative roles is a plus, as it provides valuable context for the responsibilities of the role.
• Coordination Skills: Be adept at working with multiple people across functions, time zones, and global locations.
• ATS Proficiency: Possess a good understanding and experience in using an Applicant Tracking System (ATS).
• Organizational Skills: Display extraordinary organizational skills with meticulous attention to detail.
• Adaptability: Be comfortable with shifting priorities and able to work with a sense of urgency when necessary.
• Process-Oriented: Embrace a process-driven mindset and be excited about improving and streamlining existing processes.
• Communication: Exhibit excellent verbal, written, and interpersonal communication skills.
• Confidentiality: Demonstrate the ability to maintain confidentiality and handle sensitive information with discretion.
• Time Management: Possess strong time management skills to effectively juggle multiple tasks and responsibilities.