Executive Recruitment Coordinator

About the role/team:

We're looking for a highly organized and detail-oriented Executive Recruitment Coordinator to provide exceptional support to our executive recruiting team. In this pivotal role, you'll ensure a seamless and "white glove" experience for both our executive candidates and hiring managers, from the initial interview stages through their first day of onboarding.

This is a fantastic opportunity for someone who thrives in a fast-paced environment and takes pride in delivering top-tier administrative support.

This role would be located in Maine with the ability to go into the Corporate Headquarters as needed to assist with onsite interviews and other needs as assigned.

What You'll Do:

• Interview Scheduling & Coordination: Expertly manage complex calendars and logistics to schedule executive-level interviews, ensuring timely communication with candidates and internal stakeholders. This includes coordinating virtual and in-person interviews, managing travel arrangements (if applicable), and anticipating potential conflicts.

• Candidate Experience Champion: Act as a primary point of contact for executive candidates, providing a warm, professional, and responsive experience throughout the entire recruitment process. Proactively address candidate inquiries and provide comprehensive information to ensure a positive impression.

• Background Check Administration: Facilitate and track background checks for executive candidates, ensuring compliance with all relevant regulations and company policies. Maintain strict confidentiality of sensitive candidate information.

• Onboarding & Day One Logistics: Coordinate all pre-onboarding activities, including but not limited to:

  • Facilitating the timely delivery and setup of necessary equipment (laptops, monitors, software, etc.) for new executive hires.

  • Administering I-9 forms and ensuring all new hire documentation is completed accurately and on time.

  • Collaborating with IT, HR, and other departments to ensure a smooth and well-prepared day one experience for new executives.

• Administrative Support: Provide comprehensive administrative support to the executive recruiting team, including managing expenses, Workday process management, organizing documents, and assisting with special projects as needed.

• Process Improvement: Identify opportunities to enhance the efficiency and effectiveness of our executive recruiting and onboarding processes, contributing to a continuously improving candidate and hiring manager experience.

What You'll Bring:

• Proven experience in an administrative support role, preferably within a fast-paced HR or recruiting environment.

• Experience with background check administration and adjudication

• Exceptional organizational skills and meticulous attention to detail.

• Strong communication skills, both written and verbal, with the ability to interact professionally and confidently with senior-level candidates and executives.

• Proficiency in calendar management and scheduling tools (e.g., Google Calendar).

• Experience with Workday Applicant Tracking Systems (ATS) a plus

• Ability to maintain strict confidentiality and exercise discretion.

• A proactive, problem-solving mindset with the ability to anticipate needs and prioritize tasks effectively.

• A "white glove" approach to service, demonstrating empathy and a commitment to providing an outstanding experience.

• Associates Degree and/or equivalent work experience