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About the role
Key responsibilities & impact- Provide administrative and operational support to the Talent Acquisition function
- Schedule and coordinate interviews across APJ, and occasionally U.S. time zones
- Manage complex calendars for candidates, interview panels, hiring managers, and executives
- Arrange virtual, phone, and in-person interviews
- Prepare and distribute interview confirmations, calendar invitations, and relevant materials
- Proactively identify and resolve scheduling conflicts
- Maintain accurate interview records within the TA systems
- Arrange domestic and international candidate travel, including flights, accommodations, and ground transportation
- Ensure compliance with company travel policies and budget guidelines
- Prepare and distribute detailed candidate itineraries
- Manage travel changes, cancellations, and disruptions as needed
- Support coordination of visa documentation where applicable
- Serve as a primary point of contact for candidates during the interview process
- Provide timely, professional communication across multiple time zones
- Ensure a consistent, organized, and positive interview experience
- Maintain accurate and timely data entry within the TA systems
- Support applicable hiring metrics reporting and operational tracking
- Assist in improving scheduling workflows and coordination processes as the organization scales
- Collaborate cross-functionally with recruiting, PX, finance, and hiring teams
Requirements
What you’ll need- Bachelor’s degree preferred or equivalent professional experience
- 3+ years of experience in recruiting coordination, HR coordination, or high-volume scheduling
- Experience coordinating interviews across APJ time zones
- Experience booking international travel preferred
- Strong organizational and time management skills
- High attention to detail and accuracy
- Ability to manage multiple priorities in a fast-paced environment
- Strong written and verbal communication skills in English
- Proficiency with Applicant Tracking Systems (e.g., Greenhouse, Ashby, Lever, Workday, Modern Loop)
- Proficiency with Microsoft Office
- Ability to work independently in a remote or distributed team environment
Benefits
Comp & perks- Shield AI is proud to be an equal opportunity workplace
- Affirmative action employer
- Commitment to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
recruiting coordinationHR coordinationhigh-volume schedulinginterview coordinationdata entrytravel bookingvisa documentationhiring metrics reportingscheduling workflowsoperational tracking
Soft Skills
organizational skillstime managementattention to detailability to manage multiple prioritieswritten communicationverbal communicationprofessional communicationproblem-solvingcollaborationadaptability
Certifications
Bachelor's degree