Recruiting Associate

This position is an exciting opportunity for a skilled professional to provide critical interview scheduling support to multiple business partners in a dynamic team environment. The position has a primary focus in one or more assigned functions but must coordinate and operate cohesively with external candidates, colleagues at various levels across many functions. This position requires coordination with functional colleagues, the broader administrative assistant community, internal/external business partners and/or vendors.


Our future team member must be an exceptional team player who is proactive, organized, efficient, detail oriented with a strong sense of urgency to complete tasks with high quality. In addition, the ideal candidate will be responsible for reinforcing a welcoming, collaborative environment for all employees and visitors through their daily work and interactions, communicating important information to the site, and collaborating with the Boston Operations team to provide timely, effective scheduling support for the site.

POSITION OVERVIEW
Under direct supervision, provides interview scheduling support for multiple business areas while ensuring compliance in recruiting efforts.

• Coordinate interview schedules and candidate site visits.
• Track and document applicants through the recruiting process in an applicant tracking system.
• Interact with applicants to answer specific questions.
• Complete schedule itinerary correspondence with applicants.
• Maintain documentation and applicant files as required by record retention guidelines.
• Answer phone calls and directing requests to appropriate people.
• Utilize software applications such as Workday, Microsoft Outlook, Microsoft Teams, Word, and Excel.
• Excellent attention to detail in editing and proofreading documents.
• Assisting with scheduling calendars.
• Serving as back-up to other administrative and operations personnel.
• Supporting operations with special projects.
• Understand and follow Good Staffing Practices.

Additional Responsibilities

• Ensure interview logistics run smoothly, including conference room readiness, day-of coordination, and candidate experience support.
• Greet and assist visitors and candidates upon arrival; coordinate parking validation and visitor registration as needed.
• Maintain organized and well-stocked office and common areas, including supplies and snacks.
• Provide front-desk support by monitoring the reception inbox, managing meeting room calendars, and addressing scheduling adjustments.
• Assist with on-site meetings and company events through administrative and logistical coordination.
• Perform other administrative duties and special projects as assigned to support recruiting and operations.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty with excellent attention to detail, follow through and a high degree of quality. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION and EXPERIENCE:
College degree and 5-7 years interview scheduling experience. Prior customer-facing experience preferred.

COMMUNICATION SKILLS

• Excellent written and verbal communication skills
• Comprehend and interpret instructions, correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine correspondence and update tracking documentation.
• Ability to respond to common inquiries or complaints from internal and external parties, co-workers, and/or supervisor with a strong, professional customer service orientation.
• Ability to understand and carry out general instructions in standard situations.

REASONING ABILITY:
Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and/or ABILITIES:

• Proficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Teams, SharePoint etc.)
• Familiarity with scheduling software like Workday.
• Detail-orientated and competent follow through skills
• Ability to prioritize and multi-task
• Ability to work independently with a high level of self-management in a dynamic work environment
• Must be able to maintain confidential information and exercise discretion
• Ability to adapt to change and process improvements
• Fluent in English

Product OF RESPONSIBILITY:
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgement may cause impact to candidates, co-workers, and supervisor.

ADDITIONAL INFORMATION:
This role requires work to be performed on site.