Executive Recruiting Coordinator

Headway

Executive Recruiting Coordinator responsible for the candidate experience in senior level searches. Managing complex schedules and logistics while ensuring a remarkable interviewing experience at Headway.

Posted 5/1/2026full-timeRemote • California, New York • 🇺🇸 United StatesJuniorMid-Level💰 $124,000 - $146,000 per yearWebsite

About the role

Key responsibilities & impact

Own interview scheduling end-to-end for all active senior level searches - managing complex, multi-timezone calendars across senior candidates, executives, and cross-functional interview panels
Serve as the primary coordination point of contact for executive candidates, delivering a warm, polished, and organized experience at every touchpoint
Maintain real-time accuracy in Greenhouse across all exec pipelines - candidate records, interview stages, and pipeline data
Build and own the operational playbook for executive coordination - confirmation cadences, prep material delivery, debrief logistics, to ensure the process is consistent and scalable
Partner closely with senior recruiters to proactively flag scheduling risks, resolve conflicts, and keep searches moving without interruption
Handle sensitive search details with discretion, representing Headway professionally in every interaction with candidates and hiring leaders

Requirements

What you’ll need

You have 2+ years coordinating executive or senior leadership searches before and understand what makes the candidate experience at that level different
Your scheduling record is near-perfect - you're the person who catches the timezone error, the double-booking, and the missing confirmation before anyone else notices
You can independently own a full portfolio of complex searches without daily direction - you know what needs to happen and you make it happen
You communicate with polish and precision - your emails to VP and C-suite candidates are clear, warm, and professional without being stiff
You think in systems - when something's inefficient, you don't just work around it, you fix it and document it so it doesn't happen again
You handle ambiguity and last-minute changes without losing your footing — executive schedules shift constantly, and you stay ahead of it

Benefits

Comp & perks

Equity compensation
Medical, Dental, and Vision coverage
HSA / FSA
401K
Work-from-Home Stipend
Therapy Reimbursement
16-week parental leave for eligible employees
Carrot Fertility annual reimbursement and membership
13 paid holidays each year as well as a Holiday Break during the week between December 25th and December 31st
Flexible PTO
Employee Assistance Program (EAP)
Training and professional development

ATS Keywords

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Applicant Tracking System Keywords

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Soft Skills

communicationorganizationproblem-solvingattention to detaildiscretionindependenceadaptabilitysystem thinkingprofessionalismcoordination