Talent Acquisition Coordinator- Interview Scheduling

Job Description

As a member of the Talent and Culture organization, you’ll join a team focused on operational excellence, data integrity, and scalable hiring processes. We are building a world-class Employee Solutions function that supports business growth through strong systems, structured processes, and disciplined execution.

The Talent Acquisition Coordinator- Interview Scheduling is responsible for coordinating complex, high-touch interview experiences for senior leadership and technical roles. This role partners closely with recruiters, executives, and cross-functional stakeholders to deliver a seamless, white-glove experience while managing intricate scheduling logistics and candidate travel. This role demands composure and consistent execution when plans shift, timelines compress, or stakeholders need change without notice.

This position requires a high level of discretion, precision, and ownership, with a strong focus on maintaining momentum in the hiring process while ensuring an exceptional candidate and stakeholder experience.

This role does not support onboarding tasks.

Key Responsibilities

Complex Interview Coordination

• Manage end-to-end scheduling for senior-level and technical interviews, including executive panels, multi-day interview loops, and cross-functional stakeholder sessions
• Navigate complex calendar constraints across senior leaders, often balancing competing priorities and limited availability
• Proactively identify scheduling risks and resolve conflicts to maintain hiring timelines and minimize delays
• Ensure all interview logistics, materials, and communications are accurate, aligned, and delivered in advance

Executive & Candidate Experience

• Deliver a high-touch, white-glove experience for candidates and senior stakeholders
• Serve as a trusted point of contact, providing clear, concise, and timely communication throughout the interview process
• Exercise strong judgment and professionalism when working with executive leaders and sensitive or confidential searches
• Anticipate needs and proactively manage changes, ensuring a seamless experience despite shifting priorities

Travel Coordination & Reimbursements

• Coordinate candidate travel for onsite interviews, including flights, hotels, and ground transportation
• Align travel plans with candidate preferences while adhering to company policies and budget guidelines
• Provide detailed itineraries and real-time support for candidates throughout the travel experience
• Manage end-to-end reimbursement processes, ensuring timely, accurate submission and resolution of any issues
• Partner with finance and vendors to address escalations related to travel changes, cancellations, or expenses

Stakeholder Partnership

• Partner closely with recruiters, hiring managers, and executive assistants to align on interview strategy, scheduling priorities, and logistics
• Support technical interview coordination, including specialized formats such as panels, assessments, or role-specific evaluations
• Act as a central point of coordination across all stakeholders to ensure alignment and execution

Operational Excellence

• Maintain accurate and up-to-date interview and travel data within the Applicant Tracking System (e.g., SAP SuccessFactors or similar)
• Ensure adherence to scheduling SLAs, compliance requirements, and internal policies
• Identify and implement process improvements to streamline complex scheduling and travel workflows
• Support reporting and tracking of interview efficiency, scheduling timelines, and travel metrics

Qualifications

• 2+ years of experience in recruiting coordination, executive scheduling, or complex calendar management
• Proven ability to manage high-volume, high-complexity scheduling across senior stakeholders
• Strong attention to detail with the ability to manage competing priorities in a fast-paced environment
• Excellent written and verbal communication skills, with a high level of professionalism
• Proven ability to stay focused and effective when plans rapidly change or when managing high-stakes, time-sensitive situations
• Ability to handle confidential information with discretion

Preferred

• Experience supporting executive-level hiring or technical recruiting
• Experience coordinating candidate or corporate travel and managing reimbursements
• Experience working with an ATS (ex. SAP SuccessFactors or similar)
• Familiarity with tools such as Microsoft Outlook and Microsoft Teams

Key Competencies

• Executive presence and professionalism
• Strong judgment and problem-solving ability
• Exceptional organization and attention to detail
• Strong personal time management across multiple concurrent, high-priority workflows
• Ability to operate with urgency, composure under pressure, and resiliency when priorities shift
• Strong stakeholder management and partnership skills