Scheduling Admin Coordinator

Overview

Recruiting Scheduling Coordinator (HR Team)

Location:

New York City

Hybrid: 4 days onsite, 1 day remote

A leading private equity firm is seeking a Scheduling Coordinator to join its HR team. This is a highly administrative role best suited for an experienced Executive Assistant who brings exceptional calendar management skills, strong attention to detail, and the ability to stay composed in a fast-paced, high-touch environment.

This position is central to the day-to-day execution of recruiting activities and will work closely with HR team members, internal stakeholders, and external recruiting partners to keep schedules running smoothly.

• Own complex, high-volume calendar management for recruiting and interview schedules, often across multiple stakeholders and time zones
• Coordinate and confirm logistics for onsite and virtual interviews, including frequent rescheduling and last-minute changes
• Proactively identify and resolve scheduling conflicts while maintaining accuracy and professionalism
• Serve as a key administrative point of contact for candidates, hiring teams, and external agencies
• Provide ongoing administrative and coordination support to the HR team related to recruiting operations
• Ensure a seamless, well-organized, and positive experience for all participants throughout the interview process

• 4+ years of experience as an Executive Assistant or in a highly administrative coordination role with significant calendar management responsibilities
• Advanced proficiency in Microsoft Outlook is required
• Exceptional organizational skills and strong attention to detail
• Clear, professional written and verbal communication skills
• Ability to think on your feet, manage competing priorities, and remain calm under pressure
• Strong interpersonal skills and a collaborative, team-oriented approach
• Prior exposure to Greenhouse or another applicant tracking system is a plus but not required

This is an excellent opportunity for a detail-driven administrative professional with 4+ years of EA experience to join a high-performing private equity firm and play a critical role in supporting its recruiting and HR functions.