Executive Recruiting Coordinator

We're hiring an Executive Recruiting Coordinator to own the candidate experience end-to-end across all of our senior and executive level searches. In this role, you will operate as a strategic partner to our Executive Recruiters and Leadership team, ensuring candidates feel taken care of and have a truly remarkable experience interviewing with Headway. You’ll own complex scheduling across multiple senior stakeholders, manage high-touch candidate logistics and ensure we are providing a ‘white glove’ experience every time. 

• Own interview scheduling end-to-end for all active senior level searches - managing complex, multi-timezone calendars across senior candidates, executives, and cross-functional interview panels
• Serve as the primary coordination point of contact for executive candidates, delivering a warm, polished, and organized experience at every touchpoint
• Maintain real-time accuracy in Greenhouse across all exec pipelines - candidate records, interview stages, and pipeline data
• Build and own the operational playbook for executive coordination - confirmation cadences, prep material delivery, debrief logistics, to ensure the process is consistent and scalable
• Partner closely with senior recruiters to proactively flag scheduling risks, resolve conflicts, and keep searches moving without interruption
• Handle sensitive search details with discretion, representing Headway professionally in every interaction with candidates and hiring leaders

• You have 2+ years coordinating executive or senior leadership searches before and understand what makes the candidate experience at that level different
• Your scheduling record is near-perfect - you're the person who catches the timezone error, the double-booking, and the missing confirmation before anyone else notices
• You can independently own a full portfolio of complex searches without daily direction - you know what needs to happen and you make it happen
• You communicate with polish and precision - your emails to VP and C-suite candidates are clear, warm, and professional without being stiff
• You think in systems - when something's inefficient, you don't just work around it, you fix it and document it so it doesn't happen again
• You handle ambiguity and last-minute changes without losing your footing — executive schedules shift constantly, and you stay ahead of it