Job Description

The Talent Acquisition Specialist will serve as a critical operational partner to the Talent Acquisition team, ensuring a seamless and high-quality candidate experience across the full recruitment lifecycle.

This individual will own complex, high-volume interview scheduling across multiple global time zones and act as a key point of coordination between candidates, hiring managers, and interview panels.

In addition to scheduling, this role will provide proactive sourcing support across all departments, helping build robust candidate pipelines and accelerate hiring outcomes. This is a highly detail-oriented, fast-paced role requiring strong communication skills, sound judgment, and the ability to manage competing priorities with precision.

This is initially a contract role averaging 30–40 hours per week with possibility to convert. You will need to be on site a minimum 3 days/week.

Key Responsibilities

Interview Coordination & Candidate Experience

• Own end-to-end scheduling of phone, video, and onsite interviews across multiple global time zones
• Coordinate complex, multi-panel interviews while balancing interviewer availability and urgency of roles
• Serve as a primary point of contact for candidates throughout the interview process
• Prepare and distribute detailed interview confirmations, logistics, and agendas
• Manage last-minute changes and reschedules with professionalism and urgency
• Coordinate candidate debrief meetings and ensure timely feedback
• Act as onsite coordinator for in-person interviews, ensuring a seamless experience
• Maintain accurate interview documentation and ATS updates

Sourcing & Pipeline Support

• Proactively source candidates across multiple departments and functional areas
• Partner closely with Recruiters and Hiring Managers to understand role requirements and ideal candidate profiles
• Build and maintain candidate pipelines for current and future hiring needs
• Support outreach efforts and initial candidate engagement
• Track sourcing metrics and contribute to continuous process improvement

Operational Excellence

• Identify and implement scheduling efficiencies and best practices
• Ensure data integrity within the ATS and calendar systems
• Maintain confidentiality and professionalism at all times

Qualifications

Education

• High School Diploma required

Experience

• 5+ years of experience managing complex, high-volume calendaring required
• Experience coordinating interviews across international time zones required
• Experience sourcing candidates across multiple functional areas required
• Experience in pharmaceutical or biotech industries required
• Experience with Greenhouse ATS strongly preferred

Knowledge, Skills & Abilities

• Exceptional attention to detail and organizational skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong written and verbal communication skills
• High level of professionalism and customer-service mindset
• Proactive, solutions-oriented approach
• Technically proficient and able to quickly learn new systems
• Strong sense of urgency and follow-through

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