Own the full scheduling lifecycle for all Director-level and above interviews, including complex virtual loops across multiple time zones, ensuring every touchpoint is coordinated with speed and accuracy
Serve as the primary on-site host for all in-person interviews at our Presidio office, creating a polished, white-glove experience from the moment a candidate arrives to the moment they leave
Manage all logistical details for in-person interview days, including space reservations, AV setup, candidate communications, guest access coordination, and any hospitality needs
Act as the main point of contact for executive candidates throughout the scheduling and interview process, providing timely, professional, and warm communication at every stage
Own core recruiting operations work: maintaining meticulous records in our ATS and scheduling tools, tracking interview details, feedback deadlines, and follow-ups without prompting, and keeping our hiring processes running smoothly as they evolve
Identify and flag scheduling conflicts, interviewer availability gaps, or process bottlenecks early, and bring solutions rather than just problems
Contribute to a positive and professional office environment through your daily presence and team-first attitude

3+ years of experience in recruiting operations, recruiting coordination, executive coordination, or a comparable high-volume scheduling role, ideally supporting senior stakeholders
Hands-on operations experience is required — this role owns real operational scope, not just recruiting logistics
A track record of delivering white-glove service and holding a genuinely high bar for the candidate or client experience
Exceptional organizational skills and attention to detail, with the ability to manage multiple active interview processes simultaneously without details falling through the cracks
Comfort with ambiguity — able to take an unformed or evolving ask and run with it without needing a lot of hand-holding
Strong communication skills, both written and verbal, with a professional and approachable presence in all interactions
Comfort operating in a fast-paced environment where priorities — and even the processes themselves — can shift; our team has rebuilt our hiring playbook in the last few months and continues to iterate
A proactive, solutions-oriented mindset and the ability to work with a high degree of autonomy
Flexibility to occasionally adjust availability based on candidate time zones or urgent scheduling needs
Curiosity around AI and willingness to test use cases for AI to increase efficiency and productivity
Proficiency with modern scheduling and ATS tools (experience with Ashby is a huge plus!)

Senior Executive Recruiting Coordinator

Key skills