Senior Recruiting Coordinator (R5646)

About This Opportunity

Our talent team at Get A Job.ai is representing a confidential defense technology organization in their search for a Senior Recruiting Coordinator based in London. This is an individual contributor role responsible for providing high-level operational and administrative support to the Talent Acquisition function across EMEA, with primary ownership of complex interview scheduling, candidate travel coordination, and recruiting operations.

You will independently manage high-volume and complex interview logistics across multiple countries, time zones, and stakeholder groups while delivering a seamless and high-touch candidate experience. As an experienced member of the recruiting team, you'll also serve as a resource for coordination best practices and help establish scalable processes as the organization grows.

Responsibilities

Interview Coordination

• Independently manage high-volume and complex interview scheduling across multiple countries and global time zones
• Coordinate complex calendars involving candidates, interview panels, hiring managers, executives, and other key stakeholders
• Arrange virtual and in-person interviews, including multi-stage and multi-day interview processes
• Anticipate scheduling constraints and proactively identify solutions to minimize delays
• Prepare and distribute accurate interview confirmations, calendar invitations, schedules, and relevant materials
• Manage last-minute scheduling changes and competing priorities with professionalism and sound judgment
• Ensure interview details and candidate activity are accurately maintained within Talent Acquisition systems
• Serve as a resource to the Talent Acquisition team on interview coordination practices

Candidate Travel & Logistics

• Independently coordinate domestic and international candidate travel, including flights and accommodations
• Prepare detailed candidate itineraries and ensure candidates have all necessary information
• Coordinate complex or time-sensitive travel arrangements across multiple EMEA locations
• Manage travel changes, cancellations, disruptions, and unexpected issues while minimizing impact
• Ensure travel arrangements comply with applicable company travel policies and budget guidelines
• Identify opportunities to improve candidate travel processes and operational consistency

Candidate Experience

• Serve as a primary point of contact for candidates throughout the interview process
• Deliver clear and proactive communication to candidates across multiple countries and time zones
• Anticipate candidate questions and logistical needs and proactively address potential issues
• Ensure a consistent, organized, and positive candidate experience throughout all coordination stages
• Exercise discretion and professionalism when supporting sensitive, confidential, or executive searches

Recruiting Operations Support

• Maintain accurate and timely candidate and interview data within Applicant Tracking Systems
• Support recruiting metrics, reporting, audits, and operational tracking as needed
• Monitor coordination workflows and identify opportunities to improve efficiency and scalability
• Develop and maintain recruiting coordination resources, documentation, templates, and standard operating procedures
• Support adoption of recruiting tools, processes, and operational best practices
• Support onboarding and mentoring of recruiting coordinators or other team members
• Collaborate cross-functionally with Talent Acquisition, HR, Finance, and hiring teams
• Support special projects and evolving priorities as the organization scales

What We're Looking For

Required Qualifications

• 5+ years of experience in recruiting coordination, Talent Acquisition operations, HR operations, or a related role, including experience independently managing complex recruiting logistics
• Demonstrated experience coordinating high-volume and complex interview schedules across multiple countries, time zones, and seniority levels
• Experience managing complex calendars involving candidates, hiring managers, executives, and cross-functional stakeholders
• Experience coordinating domestic and international candidate travel, including flights, accommodations, ground transportation, itinerary changes, and travel disruptions
• Strong working knowledge of Applicant Tracking Systems, scheduling tools, and standard workplace productivity platforms
• Demonstrated ability to independently prioritize competing requests, anticipate issues, and resolve complex scheduling and logistical challenges
• Strong organizational and project coordination skills with exceptional attention to detail and commitment to data accuracy
• Excellent written and verbal communication skills, with ability to communicate effectively with candidates and stakeholders at all levels
• Demonstrated ability to exercise sound judgment and discretion when handling confidential and sensitive information
• Ability to operate effectively in a fast-paced, high-growth environment with changing priorities and deadlines
• Ability to collaborate effectively with globally distributed teams and support recruiting activities across EMEA business hours

Preferred Qualifications

• 7+ years of experience in recruiting coordination or Talent Acquisition operations
• Experience supporting Talent Acquisition within a high-growth technology, aerospace, defense, engineering, or similarly complex organization
• Demonstrated experience serving as a subject matter expert for interview coordination, candidate logistics, or recruiting operations
• Experience supporting executive, highly specialized, high-volume, or business-critical hiring
• Experience identifying, developing, and implementing improvements to recruiting coordination processes
• Experience developing standard operating procedures, process documentation, templates, or scalable recruiting resources
• Experience supporting recruiting activities across multiple EMEA countries and navigating regional differences
• Familiarity with international travel requirements, visa documentation, and corporate travel policies
• Experience supporting recruiting metrics, reporting, data integrity, and operational tracking
• Experience onboarding or mentoring recruiting coordinators or other team members
• Experience working with modern Applicant Tracking Systems and recruiting technology ecosystems
• European languages proficiency is a plus

How We Work With You

When you apply through Get A Job.ai, a member of our recruiting team will screen your application and arrange an initial conversation if there's a potential fit. We'll then work with you to prepare your submission to our client. Please do not attempt to contact the client directly, as all applications must come through our process to be considered. We're here to represent your interests and guide you through each stage of the hiring process.

Pay

Compensation details will be discussed with qualified candidates during the screening process and will be aligned to UK market standards for this role and level of experience.

Equal Employment Opportunity

Get A Job.ai is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.