Executive Recruitment Coordinator

Notes to Distribution

This role is ONSITE / Hybrid role in San Jose, CA - requires working from the office adhering to local office hours. Mandatory in-office schedule is Tuesday, Wednesday, and Thursday, with flexibility required based on executive and business needs. Candidates should not be rigid regarding onsite flexibility. Candidates must be comfortable adjusting their on-site schedule when needed. Example, if a priority executive will be in the office on a Monday, the candidate may be expected to come onsite that day. There can be flexibility to swap an established in-office day (e.g., Monday in place of Tuesday), but any schedule adjustments should always be coordinated with and approved by the manager or follow a previously established arrangement. Extension/Conversion: TBD - potential for extension in the future depending on performance or business need. The team is looking for a strong, standard corporate fit: someone who is professional, disciplined, mature, friendly, proactive, and an effective communicator. The candidate should be comfortable interacting with senior executives and C-suite stakeholders and know how to handle those relationships with diplomacy and confidence. Success in this role requires exceptional soft skills, including tact, high emotional intelligence, adaptability under pressure, discretion, and a strong customer-service mindset. The ideal candidate anticipates needs, solves scheduling challenges proactively, and maintains composure and professionalism when priorities shift. Ideal candidate will be proactive, highly organized, people oriented professional who thrives in a fast-paced environment and takes pride in delivering a white-glove, boutique-level experience to our executive candidates. This individual should be comfortable working directly with C-suite executives and senior leadership and demonstrate the maturity, professionalism, discipline, and judgment required to manage sensitive and highly visible scheduling activities. On a day-to-day basis, this individual will manage complex executive interview logistics-including personal on-site hosting in our San Jose office (Tuesday Thursday)-while optimizing processes, leveraging ATS tools, and utilizing data to drive operational efficiency. The role is primarily focused on scheduling and coordination for executive-level candidates, with some scheduling support for non-executive candidates as business needs require. Candidates should have approximately 3 4 years of experience coordinating C-suite/executive scheduling and be confident independently navigating complex calendars, competing priorities, and senior-level stakeholders. Scheduling volume can be significant, averaging approximately 200 250 scheduling activities per month, although volume may fluctuate depending on the quarter and business demand. They will serve as the diplomatic, confidential glue between executive candidates, recruiters, and senior leadership, operating within a collaborative, fast-moving team culture that values high touch, analytical improvement, and clear communication. Success in this role requires exceptional soft skills, including tact, high emotional intelligence, adaptability under pressure, and a strong customer-service mindset. The position reports to a manager based in India (IST time zone), so strong communication, responsiveness, organization, and the ability to work effectively across time zones are important. This is an urgent hiring need, and the team intends to move quickly through the interview and onboarding process. Prioritize candidates who demonstrate executive presence, flexibility, proactive problem-solving, and strong communication skills in addition to meeting the technical requirements. Candidates should be comfortable with a high-touch, high-volume environment and should clearly understand that flexibility around executive needs and onsite attendance is an important component of the role. Must Haves: 1. Recruiting Coordination Experience: Minimum 3+ years managing high-volume or complex interview scheduling in a fast-paced corporate setting 2. On-Site & Executive Presence: Strong interpersonal diplomacy, discretion, and a professional, customer-service mindset necessary to host on-site executive candidates and handle confidential communications. 3. Advanced Calendar Logistics: Proven ability to independently manage and resolve complex calendar conflicts involving multiple executive stakeholders 4. Technical & ATS Proficiency: Hands-on experience with modern Applicant Tracking Systems (e.g., SmartRecruiters, Greenhouse) and GSuite tools 5. Operational & Data Aptitude: Experience leveraging data insights to streamline processes, automate scheduling workflows, and drive continuous improvement

Must Haves

Minimum 3+ years in high-volume or complex interview scheduling in fast paced corporate setting

Strong interpersonal diplomacy, discretion, & professional, customer-service mindset

Proven ability to manage&resolve complex calendar conflicts involving multiple executive stakeholde

Hands on experience with modern Applicant Tracking Systems (SmartRecruiters, Greenhouse) & GSuite

Experience leveraging data insight to streamline processes, automate scheduling workflows, and impr