Executive Talent Acquisition Coordinator

Job Description

Initial 6-month FTC | Austin, TX (Hybrid – 3 days per week)

What will I be doing?

You’ll be working on a project assignment basis with our client, supporting a highly collaborative and fast-paced Executive Talent Acquisition team focused on hiring exceptional leadership talent globally.

This role sits at the heart of the executive hiring process and is ideal for someone who thrives in a detail-oriented, high-trust environment where professionalism, discretion, and outstanding coordination are critical. You’ll work closely with Executive Recruiters, senior stakeholders, and executive-level candidates to ensure a seamless, high-touch hiring experience from start to finish.

Your organisation skills, proactive mindset, professionalism, and willingness to go the extra mile will be what makes you successful in this role.

Typical activities all hang off your main goals of delivering a world-class executive candidate and stakeholder experience, ensuring process excellence, and supporting the smooth running of complex executive hiring activity across multiple regions and time zones.

Typical activities include:

• Coordinating complex interview schedules for executive-level candidates across multiple global time zones
• Managing both virtual and onsite interview logistics, ensuring all participants have the information they need in advance
• Supporting senior stakeholders and executive recruiters with scheduling, communications, and process coordination
• Maintaining highly accurate and confidential records within the ATS and other internal systems
• Preparing and processing recruitment documentation including offer letters, NDAs, background check paperwork, and related onboarding documentation
• Organising interview debriefs and stakeholder calibration sessions to support hiring decisions
• Coordinating candidate travel arrangements and supporting related expense reimbursement processes
• Managing recruitment agency invoicing and supporting procurement-related processes where required
• Ensuring consistent, polished, and professional communication throughout the candidate lifecycle
• Supporting reporting, tracking, and presentation preparation where required
• Identifying opportunities for process improvement and helping to enhance executive hiring operations over time

Role Requirements

• Managing executive-level interview coordination with exceptional attention to detail and professionalism
• Maintaining accurate candidate and process records daily across recruitment systems
• Communicating confidently and professionally with senior stakeholders and candidates globally
• Handling sensitive and confidential information with discretion and maturity
• Providing candidates with a seamless, high-touch experience throughout the hiring process
• Supporting recruiters and hiring leaders in a fast-paced, constantly evolving environment
• Producing polished documentation, presentations, or reporting materials where required
• Presenting findings and recommendations on process improvement opportunities
• Complying with company standards on values, ethics, and confidentiality in all aspects of delivery and client interaction
• Maintaining a positive, collaborative attitude that supports both the client and wider Join Talent team

Skills & Experience

• Proven success in a comparable coordination, executive assistant, recruitment operations, or administrative role
• Previous experience supporting executive-level hiring or senior stakeholders would be highly advantageous
• Experience within Executive Search, Executive Recruiting, or Executive Assistant/Executive Operations environments would be beneficial
• Exceptional organisational skills and attention to detail
• Excellent written and verbal communication skills
• Strong problem-solving capability and a proactive approach to challenges
• Comfortable working across multiple priorities in a fast-paced environment
• Self-motivated approach with a strong sense of ownership and accountability
• Team-oriented mindset: this is a close-knit, collaborative environment where trust and partnership are hugely important
• ATS experience and confidence learning new systems quickly

A bit about us…

Join Talent is a great place to be. We are EMEA's fastest growing Recruitment insourcing business (boutique RPO or embedded talent solution - we are not precious about the term!). Whatever you call it, it is in-house at pace!

Our ethos is scarily simple - we hire amazingly talented recruiters and recruitment leaders, support them really well, and provide them with a fantastic set of tools to create hiring success.

Companies often talk about how they put people first, we mean it to the bottom of our souls - and if you want to use your TA prowess to check that out just message anyone from our team of over 200 recruiters and ask them for their views on how well we do at putting our team first and creating a great culture.

We provide growing businesses with the technology, manpower and expertise required to enable them to hire, onboard and manage the talent they need to meet their growth plans. Our model provides flexibility and pace for rapid deployment of hiring scale-up solutions.

Established in early 2019 Join Talent is in many respects the ‘new kid on the block’ in the market, but we support some of the world's most exciting brands, and have over 200 team members across 19 countries today .... and still growing!

We work in an industry agnostic manner, and this is reflected in the diversity of our clients who include companies as diverse as Amazon, OnBuy, Mambu, Zego, Booking.com, Celonis and Frontiers.