Torchora
Back to Home

Key Responsibilities and Required Skills for Group Recruiter Assistant

💰 $40,000 - $60,000

Human ResourcesTalent AcquisitionRecruitmentAdministration

🎯 Role Definition

A Group Recruiter Assistant is the organizational heartbeat of a busy talent acquisition team. This role is fundamentally about providing robust administrative and coordination support, ensuring every part of the recruitment lifecycle runs smoothly, efficiently, and with a human touch. As the main point of contact for candidates and a key partner to recruiters, the assistant is crucial for creating a positive and memorable candidate experience. They are the masters of scheduling, communication, and data management, freeing up recruiters to focus on strategic sourcing and engaging top talent. In essence, the Group Recruiter Assistant is the linchpin that keeps the entire hiring engine finely tuned and moving forward.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant
  • HR Intern or a recent graduate in a related field
  • Customer Service Representative with strong coordination skills

Advancement To:

  • Talent Acquisition Coordinator
  • Recruiter or Sourcer
  • HR Generalist or Onboarding Specialist

Lateral Moves:

  • HR Assistant
  • People Operations Coordinator
  • Employer Branding Assistant

Core Responsibilities

Primary Functions

  • Manage and coordinate complex interview schedules across multiple time zones, navigating the busy calendars of candidates, hiring managers, and executive leadership.
  • Act as the primary, friendly point of contact for candidates throughout the entire interview process, answering questions and providing timely status updates to ensure a best-in-class experience.
  • Skillfully post and manage job advertisements across a variety of platforms, including the company careers page, LinkedIn, and other industry-specific job boards.
  • Prepare and distribute essential interview materials, such as detailed agendas, candidate resumes, and feedback forms, to interview panels ahead of scheduled meetings.
  • Maintain impeccable data integrity by meticulously updating candidate records, statuses, and notes within the Applicant Tracking System (ATS).
  • Initiate and diligently monitor the pre-employment screening process, including background checks, reference checks, and any required verification, liaising with third-party vendors as needed.
  • Draft and send official employment offer letters, new hire packets, and other onboarding documents, ensuring accuracy and compliance.
  • Coordinate all travel and accommodation logistics for non-local candidates, handling bookings and processing expense reimbursements in a timely fashion.
  • Assist recruiters with initial resume screening and application review, identifying candidates who meet the baseline qualifications for open roles.
  • Support the planning, coordination, and execution of virtual and in-person recruiting events, such as career fairs, university information sessions, and tech meetups.
  • Serve as the gatekeeper for the recruitment team's general email inbox and phone lines, responding to inquiries from candidates and internal stakeholders professionally.
  • Provide real-time troubleshooting for last-minute scheduling changes, technical difficulties in virtual interviews, and other unforeseen challenges with a calm, solution-oriented mindset.
  • Generate and pull basic recruitment activity reports from the ATS to help the team track progress against hiring goals.
  • Ensure conference rooms and video conferencing links are booked and properly set up for a seamless interview experience.
  • Build and maintain strong, collaborative relationships with recruiters and hiring managers to understand their needs and anticipate scheduling requirements.
  • Assist in the initial stages of sourcing passive candidates by using tools like LinkedIn Recruiter to build lists for outreach campaigns.
  • Help maintain and cultivate a pipeline of potential candidates for future or frequently filled positions.
  • Uphold a high level of confidentiality and discretion when handling sensitive candidate and employee information.
  • Format and proofread job descriptions to ensure they are clear, compelling, and consistent with the company's brand voice.
  • Collaborate with the broader HR and People Operations teams to guarantee a smooth and welcoming hand-off from candidate to new employee during the onboarding phase.

Secondary Functions

  • Assist with ad-hoc reporting requests to track key recruitment metrics like time-to-fill and source of hire.
  • Contribute to process improvement projects within the talent acquisition function to enhance efficiency and candidate experience.
  • Help maintain and update recruitment marketing materials and employer branding content on social media.
  • Participate actively in team meetings, contributing ideas and updates on recruitment coordination activities.

Required Skills & Competencies

Hard Skills (Technical)

  • Applicant Tracking System (ATS) Proficiency: Hands-on experience with platforms like Greenhouse, Lever, Workday, or similar systems.
  • Calendar Management: Mastery of complex scheduling using Outlook Calendar or Google Calendar for multiple stakeholders.
  • MS Office / Google Workspace: High level of proficiency in tools like Outlook, Word, Excel, PowerPoint, and their Google equivalents.
  • Video Conferencing: Familiarity with hosting and troubleshooting on platforms such as Zoom, Microsoft Teams, and Google Meet.
  • Professional Networking Tools: Basic knowledge of using LinkedIn and other professional networks for recruitment purposes.

Soft Skills

  • Exceptional Organization & Detail-Orientation: A natural ability to manage multiple moving parts without letting details slip through the cracks.
  • Stellar Communication: Clear, professional, and empathetic communication skills, both written and verbal, tailored to various audiences.
  • Multitasking & Prioritization: The ability to juggle a high volume of tasks and requests in a fast-paced environment, understanding what to prioritize.
  • Proactive Problem-Solving: A forward-thinking mindset that anticipates potential issues and devises solutions before they become problems.
  • Unwavering Discretion: A strong sense of integrity and the ability to handle confidential and sensitive information with the utmost care.
  • Customer Service Mindset: A genuine desire to provide an outstanding and positive experience for every candidate, regardless of the outcome.
  • Adaptability & Resilience: The capacity to thrive in a dynamic environment where priorities can shift quickly.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Human Resources
  • Business Administration
  • Communications
  • Psychology

Experience Requirements

Typical Experience Range: 1-3 years

Preferred:
Experience in an administrative, coordination, or high-touch customer service role is highly valued. Previous exposure to a human resources or recruitment environment provides a significant advantage, but we often see great success from candidates who demonstrate exceptional organizational talent and interpersonal skills, regardless of their background.

Explore More Careers