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Key Responsibilities and Required Skills for a Job Interview Assistant (Recruiting Coordinator)

💰 $45,000 - $65,000

Human ResourcesTalent AcquisitionAdministration

🎯 Role Definition

The Job Interview Assistant, frequently titled Recruiting Coordinator or Talent Acquisition Coordinator, serves as the central hub and primary orchestrator of the entire interview process. This role is the linchpin that connects candidates, recruiters, and hiring managers, ensuring a seamless, efficient, and positive experience for everyone involved. More than just a scheduler, the Interview Assistant is an ambassador of the company culture and a critical partner in the talent acquisition lifecycle. They own the logistics, communication, and administrative functions of recruitment, allowing the broader talent team to focus on sourcing and assessing candidates. Success in this role is defined by impeccable organization, proactive communication, and a deep commitment to providing a world-class candidate journey from the first contact to the final decision.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant
  • HR Assistant or People Operations Coordinator
  • Customer Service Representative or Client Success Coordinator

Advancement To:

  • Talent Acquisition Sourcer or Full-Cycle Recruiter
  • Talent Acquisition Operations Specialist
  • HR Generalist or People Partner

Lateral Moves:

  • Onboarding Specialist or Employee Experience Coordinator
  • HR Coordinator (focusing on benefits, payroll, or HRIS)

Core Responsibilities

Primary Functions

  • Meticulously coordinate and manage complex, high-volume interview schedules across multiple departments, calendars, and international time zones.
  • Act as the primary, non-evaluative point of contact for candidates, providing clear, timely, and welcoming communication regarding interview logistics and next steps.
  • Champion an exceptional candidate experience by ensuring every interaction is professional, empathetic, and reflects the company's values.
  • Masterfully navigate scheduling conflicts, demonstrating flexibility and creative problem-solving to keep the hiring process moving forward without delay.
  • Prepare and distribute detailed interview packets and briefing materials to hiring teams, ensuring they are well-equipped for productive conversations.
  • Manage and maintain pristine data integrity within the Applicant Tracking System (ATS), including updating candidate statuses, uploading feedback, and ensuring all information is current.
  • Arrange and coordinate all aspects of candidate travel and accommodation for on-site interviews, including flights, hotels, and ground transportation.
  • Greet and host candidates for on-site interviews, providing a warm welcome, facility tour, and ensuring a comfortable and positive environment.
  • Process and track candidate expense reimbursements in a timely and accurate manner, providing clear instructions and support to candidates.
  • Manage job postings across various internal and external platforms, ensuring they are accurate, well-formatted, and reach the intended audience.
  • Facilitate the collection of interview feedback from the hiring team, sending reminders and escalating as needed to ensure timely decision-making.
  • Initiate and monitor pre-employment screening processes, such as background checks and reference checks, while maintaining strict confidentiality.
  • Prepare and send offer letters and other new hire documentation, ensuring accuracy and compliance with company standards.

Secondary Functions

  • Support ad-hoc data requests and exploratory analysis by pulling reports on key recruiting metrics like time-to-fill, interview volume, and candidate pipeline health from the ATS.
  • Contribute to the continuous improvement of recruiting processes by identifying bottlenecks, suggesting efficiencies, and documenting best practices for the team.
  • Collaborate with the broader HR and People Operations teams on cross-functional projects, such as employer branding initiatives, university recruiting events, and onboarding programs.
  • Assist in planning and executing recruiting events, including career fairs, tech meetups, and open house events, managing logistics and materials.
  • Provide general administrative support to the talent acquisition team, including managing team calendars, organizing meetings, and handling invoices.
  • Participate in sprint planning, daily stand-ups, and retrospective meetings within an agile talent acquisition framework to ensure alignment and track progress against hiring goals.
  • Act as a subject matter expert for the Applicant Tracking System, helping to train new team members and troubleshoot minor issues.
  • Partner with recruiters and sourcers to conduct initial resume screens against basic qualifications for high-volume roles.

Required Skills & Competencies

Hard Skills (Technical)

  • ATS Proficiency: Deep experience with at least one major Applicant Tracking System (ATS) such as Greenhouse, Lever, Workday Recruiting, or iCIMS.
  • Calendar Mastery: Advanced proficiency in complex calendar management across platforms like Google Calendar and Microsoft Outlook, including finding availability across large, busy teams.
  • Video Conferencing Tools: Expertise in managing and troubleshooting virtual interviews on platforms like Zoom, Google Meet, and Microsoft Teams.
  • MS Office / Google Suite: Strong command of spreadsheet software (Excel, Google Sheets) for tracking and basic reporting, as well as document creation (Word, Google Docs).
  • Data Integrity Management: A proven ability to maintain accurate and confidential records, understanding the importance of data quality in reporting and compliance.

Soft Skills

  • Exceptional Communication: The ability to communicate with clarity, professionalism, and empathy in both written and verbal forms to candidates and internal stakeholders.
  • Meticulous Attention to Detail: An almost obsessive focus on getting the details right, from correctly spelled names to accurate time zone conversions.
  • Superior Organizational & Time Management: The capacity to juggle numerous competing priorities, tasks, and deadlines without letting anything fall through the cracks.
  • Proactive Problem-Solving: An instinct for anticipating potential issues (e.g., scheduling conflicts, travel delays) and addressing them before they become problems.
  • Unflappable Composure: The ability to remain calm, professional, and positive under pressure and in the face of last-minute changes.
  • Discretion and Confidentiality: A strong understanding of the need to handle sensitive candidate and company information with the utmost integrity.

Education & Experience

Educational Background

Minimum Education:

A High School Diploma or equivalent is required. Relevant, direct experience is highly valued and can often substitute for formal higher education.

Preferred Education:

A Bachelor's degree is preferred but not mandatory.

Relevant Fields of Study:

  • Human Resources
  • Business Administration
  • Communications
  • Psychology

Experience Requirements

Typical Experience Range:

1-4 years of experience in an administrative, coordination, or customer-facing role that requires heavy scheduling and communication.

Preferred:

At least 1-2 years of experience specifically within a recruiting or HR department, demonstrating familiarity with the talent acquisition lifecycle and associated tools. Experience in a fast-paced, high-growth tech or corporate environment is highly advantageous.

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