Recruiting Coordinator
About the role
At Vannevar, hiring exceptional people is one of the highest-leverage things we do. We're competing for talent in a market where speed matters, and where a great candidate experience can make the difference between landing someone and losing them.
As our Recruiting Coordinator, you'll own the scheduling and logistics that keep our hiring process moving. You'll coordinate interviews across Engineering and Mission, work directly with recruiters and hiring managers, and make sure candidates have a consistently excellent experience from their first conversation through their final interview.
We’re a small team of ~200 mission-driven people, and hiring is one of our biggest priorities over the next year. This is a high-ownership role. You’ll work directly with our recruiters and engineering leadership, and you’ll have real influence on how interviewing works at Vannevar.
What you'll do
Own end-to-end interview scheduling across recruiter screens, hiring manager screens, technical screens and case interviews, virtual onsite rounds, and final interviews
Request candidate availability and match them to the right interviewers for each role and round
Coordinate across busy calendars, including working directly with interviewers and their EAs to find time and move meetings when needed
Send interviewer invites and candidate confirmations, and keep both sides informed of any changes
Manage reschedules, last-minute changes and cancellations, and make sure no candidate falls through the cracks
Proactively identify scheduling bottlenecks and resolve them before they delay a candidate's process
Maintain pre-scheduled interview blocks and work with hiring managers to protect interview capacity
Be the point of contact for candidates on interview logistics
Partner with recruiters to prioritize urgent loops and keep the process moving quickly
Keep scheduling data and interview records accurate in our ATS
Support interviewer onboarding by scheduling shadow and reverse-shadow sessions
Help us continuously improve our interview scheduling process as we scal
What we’re looking for
1+ years of experience in recruiting coordination, executive assistance, or another calendar-heavy operations role
Exceptional organization, attention to detail, and the ability to manage many concurrent processes without dropping the ball
Strong written communication and a warm, professional tone with candidates
Good judgment about when to move a meeting, when to escalate, and when to ask for help
Experience with scheduling tools and calendar management; familiarity with Greenhouse and Outlook preferred
Ability to work across Pacific and Eastern time zones when necessary
Experience at a startup or high-growth company, technical recruiting, or defense / related industry
What we offer
Comprehensive Benefits
We’re proud to offer competitive benefits that support our employees. Some key highlights of our benefits package include:
Health, dental, and vision insurance
Remote friendly with WeWork access
Unlimited PTO, shared downtime during the federal holiday calendar, and company-wide off time at the end of each year
401(k) match
Lifestyle & wellbeing stipends
Salary top-up during military reserve duty
Fully paid parental leave
Child and pet care reimbursement during travel