Recruiting Coordinator

Posted 1hrs ago

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Recruiting Coordinator managing interview scheduling and candidate logistics. Supporting hiring for Vannevar’s AI systems serving defense missions.

Own end-to-end interview scheduling across recruiter screens, hiring manager screens, technical screens and case interviews, virtual onsite rounds, and final interviews
Request candidate availability and match them to the right interviewers for each role and round
Coordinate across busy calendars, including working directly with interviewers and their EAs to find time and move meetings when needed
Send interviewer invites and candidate confirmations, and keep both sides informed of any changes
Manage reschedules, last-minute changes and cancellations, and make sure no candidate falls through the cracks
Proactively identify scheduling bottlenecks and resolve them before they delay a candidate's process
Maintain pre-scheduled interview blocks and work with hiring managers to protect interview capacity
Be the point of contact for candidates on interview logistics
Partner with recruiters to prioritize urgent loops and keep the process moving quickly
Keep scheduling data and interview records accurate in our ATS
Support interviewer onboarding by scheduling shadow and reverse-shadow sessions
Help continuously improve the interview scheduling process as the company scales

1+ years of experience in recruiting coordination, executive assistance, or another calendar-heavy operations role
Exceptional organization, attention to detail, and the ability to manage many concurrent processes without dropping the ball
Strong written communication and a warm, professional tone with candidates
Good judgment about when to move a meeting, when to escalate, and when to ask for help
Experience with scheduling tools and calendar management; familiarity with Greenhouse and Outlook preferred
Ability to work across Pacific and Eastern time zones when necessary
Experience at a startup or high-growth company, technical recruiting, or defense / related industry

Health, dental, and vision insurance
Remote friendly with WeWork access
Unlimited PTO, shared downtime during the federal holiday calendar, and company-wide off time at the end of each year
401(k) match
Lifestyle & wellbeing stipends
Salary top-up during military reserve duty
Fully paid parental leave
Child and pet care reimbursement during travel