Key Responsibilities and Required Skills for a Talent Acquisition Assistant

🎯 Role Definition

The Talent Acquisition Assistant is the central support pillar for the entire recruiting function. This role is fundamentally about orchestration and creating a world-class candidate experience. You are the master of calendars, the friendly voice that guides candidates through the process, and the detail-oriented guardian of our recruitment data and systems. Your work directly impacts our ability to attract and hire top talent by ensuring the recruitment lifecycle runs smoothly, efficiently, and with a human touch. You're not just providing administrative support; you're an ambassador for our company culture and a critical partner to our recruiters and hiring leaders.

📈 Career Progression

Typical Career Path

Entry Point From:

Recent Graduate (with a focus in HR, Business, or Communications)
Administrative Assistant or Executive Assistant
HR Intern or Recruiting Intern

Advancement To:

Talent Acquisition Coordinator
Talent Sourcer
Recruiter / Junior Talent Acquisition Partner

Lateral Moves:

HR Assistant / HR Coordinator
Onboarding Specialist

Core Responsibilities

Primary Functions

Mastermind the complex art of interview scheduling, coordinating between candidates, recruiters, and multiple hiring managers across various departments and time zones.
Serve as the primary, friendly point of contact for candidates, providing them with timely updates, clear instructions, and logistical information to ensure a positive and low-stress experience.
Manage all logistical aspects of the interview process, including booking conference rooms, setting up video calls, and arranging travel and accommodations for non-local candidates.
Meticulously maintain and update candidate records in the Applicant Tracking System (ATS), ensuring data integrity from application to hire.
Post, update, and manage job advertisements across a variety of platforms, including company career pages, LinkedIn, and other niche job boards, ensuring brand consistency.
Conduct initial resume and application screenings to identify candidates who meet the baseline qualifications for various roles, presenting shortlists to the recruiter.
Prepare and distribute comprehensive interview packets, agendas, and relevant candidate materials to the interview panel ahead of scheduled interviews.
Champion an exceptional candidate experience by proactively communicating and ensuring every individual feels valued, respected, and informed throughout their journey with us.
Initiate, monitor, and follow up on pre-employment screening processes, including background checks and reference checks, while maintaining strict confidentiality.
Assist in drafting and preparing offer letters and new hire employment agreements, ensuring accuracy and compliance under the guidance of the Talent Acquisition Partner.
Collaborate closely with the HR team to coordinate seamless new hire onboarding activities, facilitating a smooth transition from candidate to new team member.
Track, compile, and report on key recruitment metrics and KPIs (e.g., time-to-fill, source-of-hire, candidate survey feedback) to help the team make data-driven decisions.
Process and track all recruitment-related expenses and vendor invoices, ensuring timely payments and accurate budget reconciliation.
Provide hands-on support for the coordination and execution of recruiting events, including career fairs, university recruitment drives, and internal hiring events.
Deliver comprehensive and proactive administrative support to the entire Talent Acquisition team, anticipating needs and clearing roadblocks before they arise.

Secondary Functions

Support the development and maintenance of a robust talent pipeline for recurring and high-volume roles by organizing and tagging candidate profiles within the ATS.
Contribute to our employer branding strategy by assisting with the creation of engaging content for our career-focused social media channels.
Assist in managing the employee referral program by tracking submissions, communicating status updates to employees, and coordinating referral bonus payouts.
Gather, compile, and summarize feedback from interview panels to help expedite the decision-making process for the hiring team.
Participate in ad-hoc projects aimed at improving recruitment processes, implementing new tools, or enhancing the overall candidate experience.

Required Skills & Competencies

Hard Skills (Technical)

ATS Proficiency: Hands-on experience using Applicant Tracking Systems (e.g., Greenhouse, Lever, Workday, iCIMS) to manage candidate workflows.
Calendar Management: Expertise in managing complex schedules and calendars using tools like Microsoft Outlook or Google Calendar.
HRIS Familiarity: A basic understanding of Human Resources Information Systems and how they connect with the recruiting process.
Office Suite Mastery: Strong command of the Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace for creating documents, reports, and presentations.
Digital Literacy: Familiarity with posting and managing jobs on professional networks and job boards like LinkedIn, Indeed, and Glassdoor.

Soft Skills

Exceptional Organization & Attention to Detail: The ability to juggle multiple tasks, schedules, and data points with precision and without letting anything fall through the cracks.
Professional Communication: Excellent written and verbal communication skills, with a knack for conveying information clearly, concisely, and with a professional, empathetic tone.
Time Management & Prioritization: The skill to thrive in a fast-paced environment, effectively managing competing priorities and deadlines with a calm and focused approach.
Discretion & Confidentiality: A high level of integrity and the proven ability to handle sensitive and confidential information relating to candidates and employees.
Proactive Problem-Solving: A "can-do" attitude combined with the foresight to anticipate potential issues and the resourcefulness to find solutions independently.
Interpersonal Acumen: The ability to build genuine rapport and positive relationships with candidates, recruiters, hiring managers, and other internal stakeholders.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent. An Associate's degree is a strong plus.

Preferred Education:

A Bachelor's Degree is highly preferred.

Relevant Fields of Study:

Human Resources
Business Administration
Communications
Psychology

Experience Requirements

Typical Experience Range:

1-3 years of experience in an administrative, coordination, or customer-facing role where organization and communication were key responsibilities.

Preferred:

Previous experience in a human resources or recruiting department is highly desirable, as it provides foundational knowledge of the talent acquisition lifecycle.