Executive Recruiting Coordinator - Pharmaceutical

Job Title : Executive Recruiting Coordinator

Location : Acton, MA

Pay range : $70 - $76

Duration : 6+ MONTHS

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

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

Candidate Experience

· 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).

Stakeholder Management

· 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

Process & Operations

· 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

Required Qualifications:

· 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

Preferred Qualifications:

· 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)

Skills and Competencies :

· 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

Dexian is a leading provider of staffing, IT, and workforce solutions with over 12,000 employees and 70 locations worldwide. As one of the largest IT staffing companies and the 2nd largest minority-owned staffing company in the U.S., Dexian was formed in 2023 through the merger of DISYS and Signature Consultants. Combining the best elements of its core companies, Dexian's platform connects talent, technology, and organizations to produce game-changing results that help everyone achieve their ambitions and goals. Dexian's brands include Dexian DISYS, Dexian Signature Consultants, Dexian Government Solutions, Dexian Talent Development and Dexian IT Solutions. Visit / to learn more. Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status