Torchora
Back to Home

Key Responsibilities and Required Skills for a Talent Assistant

💰 $45,000 - $65,000

Human ResourcesTalent AcquisitionRecruitingAdministrative

🎯 Role Definition

At its core, the Talent Assistant is the organizational backbone of the Talent Acquisition team. This individual is a master of coordination, communication, and process, ensuring that every aspect of the recruitment journey runs smoothly and efficiently. Acting as a key brand ambassador, the Talent Assistant directly impacts the candidate experience, from the first point of contact to the final hiring stages. This role is less about sourcing candidates and more about flawlessly executing the logistics of the hiring process, enabling recruiters and hiring managers to focus on identifying and assessing top talent. Success in this position is defined by meticulous attention to detail, proactive problem-solving, and a genuine passion for creating positive, memorable interactions.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant
  • HR Intern or Recent Graduate (HR/Business)
  • Customer Service or Client-Facing Coordination Roles

Advancement To:

  • Talent Acquisition Coordinator (Senior)
  • Talent Sourcer
  • Junior Recruiter / Recruiter

Lateral Moves:

  • HR Assistant / People Operations Coordinator
  • Onboarding Specialist

Core Responsibilities

Primary Functions

  • Coordinate and schedule a high volume of complex interviews, including phone screens, video conferences, and multi-part on-site interviews, across various departments and time zones.
  • Act as the primary point of contact for candidates throughout the interview process, providing clear communication, logistical details, and timely updates to ensure a world-class candidate experience.
  • Meticulously maintain and update the Applicant Tracking System (ATS), such as Greenhouse, Lever, or Workday, ensuring real-time accuracy of candidate statuses, interview notes, and feedback.
  • Manage the seamless flow of communication between recruiters, hiring managers, and interview panelists to ensure everyone is aligned on schedules and candidate progress.
  • Greet and host candidates for on-site interviews, acting as a welcoming face of the company and ensuring their visit is comfortable and positive.
  • Initiate and monitor pre-employment screening processes, including background checks and reference verifications, while handling sensitive and confidential information with the utmost discretion.
  • Prepare and generate offer letters and employment agreements using established templates, ensuring 100% accuracy in details before they are sent to candidates.
  • Expertly manage the complex and often-conflicting calendars of multiple hiring managers and executives to lock in interview availability.
  • Manage the full lifecycle of job requisitions, from opening them in the ATS to posting them on internal and external career sites and job boards.
  • Proactively follow up with interviewers to ensure candidate feedback is submitted in a timely manner, helping to keep the hiring process moving forward.
  • Process and track candidate travel arrangements and expense reimbursements, ensuring a hassle-free experience for non-local candidates.

Secondary Functions

  • Assist in the coordination and logistical planning of recruiting events, such as career fairs, university recruiting initiatives, and internal hiring mixers.
  • Support the onboarding process for new hires by preparing new hire paperwork, coordinating with IT and other departments for day-one readiness, and answering initial questions.
  • Generate and compile regular and ad-hoc recruitment activity reports on key metrics like time-to-fill, candidate pipeline health, and source effectiveness.
  • Participate in talent acquisition projects aimed at improving processes, enhancing the candidate experience, or strengthening employer branding.
  • Collaborate with recruiters to format, proofread, and review job descriptions for clarity, consistency, and alignment with company branding.
  • Provide initial sourcing support on an as-needed basis, such as conducting basic searches on LinkedIn or in resume databases for specific, hard-to-fill roles.
  • Manage the general careers/recruiting email inbox, responding to general inquiries and routing specific questions to the appropriate team member.
  • Maintain organized and compliant digital files for candidates and recruitment activities, adhering to data privacy and retention policies.
  • Assist the employer branding team by helping to schedule and post content on social media channels like LinkedIn to promote open roles and company culture.
  • Build and maintain strong working relationships with Executive Assistants and departmental administrators to facilitate smoother scheduling with senior leadership.
  • Provide basic administrative support for recruitment technologies, helping to troubleshoot minor user issues or assist with system updates.

Required Skills & Competencies

Hard Skills (Technical)

  • ATS Proficiency: Hands-on experience with at least one major Applicant Tracking System (e.g., Greenhouse, Lever, Workday, iCIMS).
  • Calendar Management: Expertise in managing complex scheduling via Microsoft Outlook or Google Calendar across multiple time zones.
  • Productivity Suites: High proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace (Docs, Sheets, Slides).
  • Recruitment Platforms: Familiarity with navigating and posting on professional networking sites and job boards like LinkedIn, Indeed, and Glassdoor.
  • Basic Data Reporting: Ability to pull reports from an ATS and perform basic analysis in Excel or Google Sheets.

Soft Skills

  • Exceptional Organization & Attention to Detail: The ability to juggle numerous tasks, schedules, and details simultaneously without letting anything fall through the cracks.
  • Superior Communication: Clear, professional, and empathetic communication skills, both written and verbal, especially when interacting with candidates and senior leaders.
  • Proactive Problem-Solving: An innate ability to anticipate potential scheduling conflicts or issues and address them before they become problems.
  • Discretion and Confidentiality: The maturity and professionalism to handle highly confidential information related to candidates, compensation, and hiring decisions.
  • Adaptability and Composure: Thrives in a fast-paced, dynamic environment and remains calm and effective under pressure.
  • Customer Service Mindset: A deep-seated commitment to providing an outstanding and positive experience for every candidate, regardless of the hiring outcome.
  • Time Management & Prioritization: The skill to effectively manage and prioritize a high volume of requests from multiple stakeholders.
  • Interpersonal Skills: The ability to build rapport and strong working relationships with a wide range of personalities, from new graduates to C-level executives.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent; Associate's Degree is a strong plus.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Human Resources
  • Business Administration
  • Communications
  • Psychology

Experience Requirements

Typical Experience Range:

  • 1-3 years of professional experience in an administrative, coordination, or customer-facing role requiring heavy scheduling and organization.

Preferred:

  • Prior experience working directly within a Human Resources, People Operations, or Talent Acquisition team is highly desirable. Experience supporting multiple stakeholders in a fast-paced, high-growth company is also a significant advantage.
Explore More Careers