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Key Responsibilities and Required Skills for Talent Acquisition Recruiting Assistant

💰 $ - $

Human ResourcesTalent AcquisitionRecruiting

🎯 Role Definition

The Talent Acquisition Recruiting Assistant plays a hands-on role in sourcing, screening, and scheduling candidates while supporting recruiters and hiring managers across the full recruitment lifecycle. This role focuses on efficient use of Applicant Tracking Systems (ATS), proactive sourcing (internal and external), candidate engagement and employer brand representation, and operational coordination to deliver timely, high-quality hires. Ideal for a detail-oriented communicator who thrives in a fast-paced recruiting environment and wants to grow into full-cycle recruiting or talent operations.

📈 Career Progression

Typical Career Path

Entry Point From:

  • HR Assistant or HR Administrator transitioning into talent acquisition.
  • Recruiting Coordinator or Campus Recruiting Intern seeking expanded sourcing responsibilities.
  • Customer service or sales representative with transferable communication and candidate-engagement skills.

Advancement To:

  • Talent Acquisition Specialist / Recruiter (Full-cycle)
  • Senior Recruiting Coordinator or Talent Acquisition Partner
  • Talent Operations Analyst or People Operations Specialist

Lateral Moves:

  • HR Generalist (with broader HR duties)
  • Employer Brand or Campus Recruiting Specialist

Core Responsibilities

Primary Functions

  • Partner closely with hiring managers to clarify job requirements, craft and refine job descriptions, set realistic timelines, and advise on candidate market availability and compensation expectations.
  • Manage requisition intake and prioritization in the Applicant Tracking System (ATS), ensuring accurate job postings, approval workflows, and up-to-date status tracking for each open role.
  • Proactively source passive and active candidates using LinkedIn Recruiter, job boards, Boolean search, social media, employee referrals, and candidate databases to build diverse pipelines for high-volume and niche roles.
  • Conduct first-touch candidate outreach via phone, email, SMS and InMail, articulate employer value proposition, qualify interest and fit, and convert passive prospects into engaged applicants.
  • Screen resumes and conduct structured phone or video pre-screen interviews to assess candidate experience, basic qualifications, salary expectations, notice period, and cultural fit, preparing detailed candidate summaries for hiring managers.
  • Coordinate interview logistics across panels, schedules and time zones — including booking rooms or virtual links, sending interview packets, and confirming interviewers — to ensure a professional candidate experience.
  • Maintain and update candidate records in the ATS with accurate notes, statuses, feedback and documentation to provide transparent audit trails and enable timely reporting.
  • Facilitate offer administration by preparing offer letters, compensation summaries, completing background check and reference check requests, and liaising with People Ops or legal as required.
  • Support onboarding coordination by collecting new-hire paperwork, guiding candidates through pre-boarding tasks, scheduling orientation, and ensuring a seamless handoff to HR/People Operations teams.
  • Track, analyze and report key recruiting metrics (time-to-fill, time-to-source, candidate conversion rates, pipeline health, source effectiveness) and present insights to recruiters and hiring managers to accelerate decision-making.
  • Maintain candidate pipeline continuity, nurture passive talent for future roles, and curate talent pools segmented by skillsets, locations and business units to reduce time-to-fill for recurring needs.
  • Execute targeted recruitment campaigns, job postings and social media promotion, optimizing job descriptions and posting copy for SEO and audience engagement to increase applicant quality and quantity.
  • Manage requisition closing, candidate rejection communications and candidate experience follow-up, ensuring timely feedback and maintaining employer brand even when candidates are not selected.
  • Support diversity, equity and inclusion (DEI) hiring initiatives by conducting targeted outreach to underrepresented communities, tracking DEI metrics, and partnering with ERGs and external organizations to source diverse talent.
  • Collaborate with campus recruiting, internships and early-career programs to screen applicants, coordinate on-campus events, and manage intern selection and onboarding processes.
  • Assist senior recruiters with market research, talent mapping and competitor benchmarking to inform sourcing strategies and compensation benchmarking for critical hires.
  • Prepare and maintain recruiting templates, email cadences, interview scorecards, and standardized assessment rubrics to ensure consistent candidate evaluation and process efficiency.
  • Provide administrative support for recruitment drives, hiring events, career fairs and virtual recruiting sessions, including booth planning, candidate registration and post-event follow-up.
  • Ensure compliance with local, state and federal hiring regulations, confidential recordkeeping, and internal hiring policies while processing candidate documentation and pre-employment checks.
  • Serve as a subject matter resource for candidates and internal stakeholders on process timelines, interview preparation, company policies, relocation logistics and frequently asked recruitment questions.
  • Support continuous improvement by collecting candidate and hiring manager feedback, identifying process bottlenecks, and recommending automation or workflow improvements to reduce manual handoffs.
  • Assist in vendor and agency management by coordinating submissions, tracking agency spend and effectiveness, and escalating any sourcing gaps to hiring leadership.
  • Participate in employer branding initiatives, producing content or testimonials for careers pages and social channels to highlight employee stories, benefits and company culture.
  • Maintain strong relationships with external recruiting partners, community organizations and alumni networks to expand sourcing channels and build a reliable referral pipeline.

Secondary Functions

  • Support ad-hoc recruiting analytics requests and prepare summary dashboards for weekly and monthly hiring reviews.
  • Help design and maintain candidate experience surveys and analyze feedback to recommend practical improvements.
  • Assist with internal mobility and transfer requests by coordinating interviews and maintaining redeployment candidate lists.
  • Contribute to documentation of recruiting process playbooks, standard operating procedures (SOPs) and training materials for new TA team members.
  • Participate in special projects such as ATS migrations, HRIS integrations, or recruitment marketing initiatives when needed.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with Applicant Tracking Systems (ATS) such as Greenhouse, Lever, Workday Recruiting, iCIMS or SmartRecruiters.
  • Experienced using LinkedIn Recruiter, boolean search techniques and job board sourcing (Indeed, Glassdoor, Stack Overflow, Handshake).
  • Strong calendar and interview scheduling skills, including working with multiple time zones and coordinating panel interviews.
  • Familiarity with basic HR systems and onboarding platforms (BambooHR, ADP, Rippling, Namely) and ability to complete onboarding checklists.
  • Competent in Microsoft Office and Google Workspace (Sheets, Docs) for reporting, candidate trackers and communication templates.
  • Ability to prepare recruiting metrics and dashboards in Excel, Google Sheets, or basic BI tools (Tableau, Looker, Power BI).
  • Knowledge of candidate assessment techniques and experience drafting structured interview questions and scorecards.
  • Experience with background check vendors, reference check processes, offer letter templates and compensation components.
  • Working knowledge of employment law basics and data privacy (GDPR, CCPA) as it relates to candidate data handling.
  • Familiarity with recruitment marketing tools, social media content posting and employer branding best practices.

Soft Skills

  • Excellent written and verbal communication skills with polished, professional candidate-facing correspondence.
  • Strong time management and organizational skills with the ability to manage multiple requisitions and competing deadlines.
  • High attention to detail and accuracy, particularly when maintaining candidate records and preparing offers.
  • Customer-service orientation and empathy to deliver a positive candidate experience at every touchpoint.
  • Collaborative team player who partners effectively with recruiters, hiring managers and people operations stakeholders.
  • Problem-solving mindset and initiative to remove blockers, anticipate needs, and improve recruiting processes.
  • Discretion and integrity handling confidential candidate information.
  • Adaptability and comfort working in a fast-paced, evolving recruiting environment.
  • Persuasive interpersonal skills to engage passive candidates and advocate for opportunities.
  • Resilience and persistence to follow up effectively with candidates and stakeholders until actions are complete.

Education & Experience

Educational Background

Minimum Education:

  • Associate degree or equivalent relevant work experience in Human Resources, Communications, Business Administration, or related field.

Preferred Education:

  • Bachelor’s degree in Human Resources, Psychology, Business, Communications, or related discipline.

Relevant Fields of Study:

  • Human Resources Management
  • Organizational Psychology
  • Business Administration
  • Communications
  • Talent Management

Experience Requirements

Typical Experience Range: 0–3 years in recruitment, campus hiring, HR coordination, or customer-facing roles.

Preferred: 1–3+ years supporting recruiting teams, experience with an ATS, proven sourcing or candidate engagement experience, and exposure to high-volume or technical recruitment environments.

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