Job Description

What You’ll Do

Executive Hiring Support

• Coordinate end to end executive interview schedules across global time zones.
• Communicate professionally with candidates, hiring leaders, and search firms.
• Prepare candidate briefs, interview agendas, and documentation.
• Maintain accurate candidate data in the ATS and track hiring milestones.
• Support background checks, reference checks, and offer documentation.
• Ensure a high touch, premium candidate experience.

Vendor & Financial Coordination

• Create and manage Purchase Orders for executive search firms and vendors.
• Draft and track Letters of Engagement / contracts and align with Procurement/Finance.
• Manage end to end invoice processing—from receipt to payment follow up.
• Ensure full compliance with procurement and financial policies.
• Serve as the primary liaison between Talent Acquisition, Procurement, and Finance teams regarding vendor-related matters.

Executive-Level Administrative Support

• Provide scheduling, document preparation, and meeting coordination support to executive recruiters or TA leadership.
• Prepare presentations, dashboards, and reports for leadership updates.
• Handle confidential information with sensitivity and discretion.
• Coordinate candidate travel, reimbursements, and logistics as needed.

Operational & Administrative Excellence

• Maintain accurate candidate files and documentation in compliance with HR/TA standards.
• Partner closely with People Operations, HRBPs, and hiring leaders to manage search timelines and priorities.
• Support onboarding coordination for executive hires across multiple departments.
• Contribute to process improvements and help maintain executive recruitment best practices.

What You’ll Bring

• 5+ years of experience in recruitment coordination, Executive Assistance, HR operations, or similar roles.
• Experience supporting senior leaders or C‑suite executives.
• Strong skills in calendar management, Outlook/Teams, MS Office, and collaboration tools.
• Experience handling POs, invoicing, vendor coordination, or procurement workflows.
• Excellent communication, professionalism, and stakeholder management skills.
• Ability to work with discretion, reliability, and a trust-based approach.

What Makes You Successful in This Role

• High attention to detail and accuracy.
• Ability to manage many moving parts at once.
• Strong sense of ownership and accountability.
• Comfort working in fast paced, dynamic environments.
• A positive, proactive, solutions-oriented mindset.

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