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Key Responsibilities and Required Skills for Recruitment Assistant

💰 $45,000 - $65,000

Human ResourcesRecruitmentTalent AcquisitionAdministrative

🎯 Role Definition

The Recruitment Assistant is a foundational role within the Human Resources and Talent Acquisition department, acting as the central coordinator and administrative powerhouse for all recruitment-related activities. This individual is not just an administrator but a brand ambassador, often serving as the first point of contact for candidates. Their primary objective is to provide comprehensive support to the recruitment team, streamline hiring processes, and contribute to a best-in-class candidate experience. Success in this role hinges on impeccable organization, proactive communication, and a keen eye for detail, directly impacting the speed and quality of hiring across the organization.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant
  • HR Intern or HR Coordinator
  • Recent Graduate (with a focus on HR, Business, or Communications)

Advancement To:

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

Lateral Moves:

  • HR Assistant
  • Onboarding Specialist
  • People Operations Coordinator

Core Responsibilities

Primary Functions

  • Interview Coordination: Mastermind and execute complex interview logistics, including scheduling phone, video, and on-site interviews across multiple departments and time zones, ensuring a seamless and conflict-free experience for both candidates and hiring managers.
  • Candidate Communication: Serve as the primary point of contact for candidates throughout the interview process, providing timely updates, answering logistical questions, and ensuring a positive, transparent, and engaging candidate experience from application to final decision.
  • Job Posting Management: Draft, post, and manage job requisitions across a variety of platforms, including the company careers page, professional networking sites like LinkedIn, and other relevant job boards, ensuring all content is accurate, engaging, and reflects brand consistency.
  • ATS Data Integrity: Maintain the Applicant Tracking System (ATS) with a high degree of accuracy and diligence, meticulously updating candidate statuses, logging recruiter notes, and ensuring all data is current, compliant, and auditable.
  • Candidate Screening Support: Assist recruiters with the initial review of resumes and applications, screening and identifying potential candidates who meet the basic qualifications and predefined criteria for various open positions.
  • Interview Material Preparation: Prepare and distribute comprehensive interview packets, including schedules, candidate resumes, job descriptions, and evaluation forms, to the interview panel well in advance of scheduled meetings.
  • Pre-Employment Administration: Facilitate the critical pre-employment process by initiating background checks, verifying employment eligibility (I-9), and collecting all necessary new hire paperwork to ensure a compliant and smooth start for new team members.
  • Recruitment Reporting: Generate and prepare regular recruitment reports on key metrics such as time-to-fill, source of hire, and candidate pipeline status, utilizing ATS data and Excel to provide actionable insights to the talent team.
  • Offer Letter Administration: Draft and send formal offer letters and employment contracts, ensuring all details such as salary, start date, and title are 100% accurate and that all documentation is handled with the utmost confidentiality.
  • New Hire Onboarding Liaison: Collaborate closely with the HR and onboarding teams to guarantee a smooth and welcoming transition for new hires from the moment they accept their offer to their first day of employment.
  • Reference Check Execution: Conduct thorough and professional reference checks for final-stage candidates by contacting previous employers to verify employment history and gather meaningful feedback on performance and work ethic.
  • Feedback Collection: Proactively gather and compile feedback from interviewers immediately following interviews to help facilitate a timely, well-rounded, and informed hiring decision-making process.

Secondary Functions

  • Travel & Logistics Coordination: Arrange and book candidate travel and accommodations for in-person interviews, and manage the subsequent expense reimbursement process in a timely and efficient manner.
  • Recruitment Inbox Management: Take ownership of the general recruitment email inbox, responding to speculative applications and general inquiries in a professional, helpful, and timely manner.
  • Recruitment Event Support: Assist in the planning, coordination, and execution of recruitment events, such as career fairs, university recruiting drives, and virtual hiring events, to bolster the talent pipeline.
  • Job Description Library Maintenance: Maintain and organize a central library of all company job descriptions, ensuring they are up-to-date, formatted consistently, and readily accessible to the recruitment and hiring manager teams.
  • Administrative Team Support: Provide broad administrative support to the talent acquisition leadership and team, including calendar management, expense reporting, and internal meeting coordination.
  • Employer Branding Contribution: Support employer branding initiatives by assisting with content creation for social media channels and career websites that highlight company culture, employee stories, and our values.
  • Invoice and Expense Processing: Process and track all recruitment-related invoices and expenses, liaising with the finance department to ensure prompt payment to vendors and accurate budget tracking.
  • Process Improvement Participation: Actively participate in process improvement projects aimed at enhancing the efficiency, fairness, and effectiveness of the entire talent acquisition function.
  • Compliance Adherence: Ensure all recruitment activities are conducted in strict compliance with company policies and legal regulations, including EEO and data privacy standards.
  • Relationship Building: Build and maintain strong, positive working relationships with hiring managers, interviewers, and HR colleagues to foster a highly collaborative and effective hiring environment.

Required Skills & Competencies

Hard Skills (Technical)

  • Applicant Tracking System (ATS) Proficiency: Hands-on experience with at least one major ATS (e.g., Greenhouse, Lever, Workday, iCIMS).
  • Microsoft Office Suite Mastery: Advanced proficiency in the MS Office Suite, especially Outlook for complex calendar management and Excel for data tracking and basic reporting.
  • LinkedIn Recruiter: Familiarity with using LinkedIn Recruiter or similar platforms for basic candidate sourcing and communication.
  • HRIS Knowledge: Basic understanding of or experience with Human Resources Information Systems (e.g., Workday, SAP SuccessFactors) for new hire data entry.
  • Video Conferencing Tools: Expertise in scheduling and troubleshooting on platforms like Zoom, Microsoft Teams, and Google Meet for virtual interviews.

Soft Skills

  • Exceptional Organization & Time Management: The ability to prioritize and manage multiple high-priority tasks, deadlines, and calendars simultaneously in a fast-paced environment without letting details slip.
  • Impeccable Attention to Detail: A commitment to accuracy and precision in all aspects of work, from scheduling a multi-person interview to drafting an offer letter.
  • Superior Communication: Excellent written and verbal communication skills, with a professional, clear, and empathetic communication style suitable for interacting with candidates and senior leaders.
  • Proactive Problem-Solving: A "can-do" attitude with the ability to anticipate potential issues, take initiative, and find solutions independently.
  • Utmost Discretion and Confidentiality: The ability to handle highly sensitive and confidential information related to candidates and employees with the highest level of integrity.
  • Strong Customer Service Orientation: A genuine desire to provide a world-class, white-glove experience for every candidate, regardless of the outcome.
  • Adaptability & Resilience: The flexibility to navigate rapidly changing priorities and unexpected challenges with a calm and positive demeanor.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent is required.

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 of professional experience in an administrative, coordination, or customer service-focused role.

Preferred:

  • Prior experience working within a Human Resources or Talent Acquisition department is highly advantageous. Direct experience in a role involving heavy scheduling or coordination is strongly preferred.
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