Manage end-to-end interview scheduling and candidate communications, administer and configure Ashby ATS (templates, interview plans, pools), maintain data hygiene, deliver reporting and analytics, streamline recruiting operations, and partner with recruiters and hiring managers to improve scheduling SLAs and candidate experience.
About the Client
A high-growth, global HR tech company helps organizations improve workforce performance and well-being through an integrated platform combining human coaching, AI guidance, and performance intelligence. They partner with leading enterprises to develop leaders, strengthen manager effectiveness, and scale personalized growth across the workforce. The team operates with a data-driven, outcomes-focused mindset and values a high-quality, empathetic experience for candidates and employees alike.
Why does this role exist?
The recruiting team is facing time constraints and needs a dedicated coordinator to build a reliable, predictable scheduling engine and elevate candidate experience. This role exists to ensure every candidate is responded to within 24 hours, interviews are scheduled within SLAs, and Ashby ATS is configured for scale with reusable templates, job postings, interview plans, and reporting. You’ll partner closely with recruiters and hiring teams to reduce reschedules, improve operations, and deliver actionable analytics that inform better, faster hiring decisions.
The Impact you’ll make
Interview scheduling and candidate experience
- Own end-to-end scheduling for phone/video screens, remote onsite, and in-person interviews, plus debriefs
- Respond to candidate emails and scheduling needs within 24 hours
- Address candidate questions with urgency, empathy, and professionalism; minimize reschedules
Ashby ATS administration and enablement
- Create and manage templates, job postings, and interview plans in Ashby
- Build interviewer pools; implement load balancing and capacity planning
- Maintain ATS data hygiene and configure workflows to support predictable scheduling
Analytics, reporting, and insights
- Develop and deliver Ashby analytics and reporting with actionable recommendations
- Track SLAs, reschedules, and pipeline flow; surface bottlenecks and efficiency opportunities
- Translate data into process improvements and stakeholder updates
Talent operations and process improvement
- Collaborate with recruiters and hiring managers to streamline coordination and candidate touchpoints
- Identify efficiency opportunities and implement solutions across recruiting operations
- Standardize scheduling processes and documentation; drive continuous improvement projects
Stakeholder Partnership
- Work closely with recruiters to forecast demand and align interviewer capacity
- Communicate proactively with hiring managers on schedules, changes, and expectations
- Contribute to smoother coordination across teams and improved candidate feedback
Skills, Knowledge and Expertise
Required:
- Experience with Talent/Recruiting Coordinator (or similar), including high-volume interview scheduling
- Hands-on Ashby ATS experience (admin-level): templates, job postings, interview plans, interviewer pools, and reporting
- Proven ability to respond to candidates within 24 hours and manage multi-time-zone scheduling
- Strong English communication skills (written and verbal) with high attention to detail
- Proficiency with Google Suite and sourcing/job platforms (LinkedIn, Glassdoor, Indeed)
Your superpowers are...
- Technical: Ashby ATS configuration and reporting; calendar and logistics mastery; Google Suite; data hygiene and SLA tracking
- Operational: Process-driven, meticulous, organized; strong multitasking and prioritization under deadlines
- Interpersonal: Empathetic, candidate-centric communicator; confident stakeholder management with recruiters and hiring managers
- Mindset: Continuous improvement, problem-solving, comfortable with ambiguity, proactive ownership
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
You should apply if...
- You take pride in delivering a high-quality, empathetic candidate experience at speed
- You love building order from complexity—templates, workflows, and clean data are your superpowers
- You’re energized by partnering with recruiters and hiring managers to solve scheduling and capacity puzzles
- You’re improvement-oriented, curious, and comfortable balancing multiple priorities in a fast-moving environment
- You meet the hard requirement of Ashby ATS expertise and Talent/Recruiting Coordinator background
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- Monday–Friday, 9:00 am–5:00 pm EST
Compensation:
- $7 per hour
- No benefits package included
Benefits
About
Magic has connected top remote talent with fast-growing businesses for over 10 years.Founded in San Francisco in 2015, we now have thousands of remote workers around the world. Magic is backed by Sequoia Capital and Y Combinator.
Magic San Francisco, California, USA Office
1263 Mission St., San Francisco, CA, United States, 94103
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