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Vannevar Labs builds AI systems for the Department of Defense's most consequential missions, with 125 deployments across every branch and combatant command. The company has ~200 mission-driven employees and is rapidly scaling.
As Recruiting Coordinator, you will own the end-to-end scheduling and logistics that keep the hiring process moving efficiently. You'll coordinate interviews across Engineering and Mission functions, working directly with recruiters and hiring managers to ensure candidates have a consistently excellent experience from initial contact through final offer.
Key responsibilities include:
- Own interview scheduling across all rounds: recruiter screens, hiring manager screens, technical screens, case interviews, virtual onsite rounds, and final interviews
- Request candidate availability and match candidates to appropriate interviewers for each role and round
- Coordinate across busy calendars, working directly with interviewers and their executive assistants to find time and reschedule as needed
- Send interviewer invites and candidate confirmations, keeping both sides informed of changes
- Manage reschedules, last-minute changes, and cancellations with zero candidates falling through the cracks
- Proactively identify scheduling bottlenecks and resolve them before they delay candidate processes
- Maintain pre-scheduled interview blocks and work with hiring managers to protect interview capacity
- Serve as the primary point of contact for candidates on interview logistics
- Partner with recruiters to prioritize urgent interview loops and keep processes moving quickly
- Maintain accurate scheduling data and interview records in the ATS (Greenhouse)
- Support interviewer onboarding by scheduling shadow and reverse-shadow sessions
- Contribute to continuous improvement of the interview scheduling process as the company scales
This is a high-ownership role with real influence on how interviewing works at Vannevar. You'll work directly with recruiters and engineering leadership in a fast-paced, mission-driven environment.
REQUIREMENTS:
- 1+ years of experience in recruiting coordination, executive assistance, or another calendar-heavy operations role
- Exceptional organization, attention to detail, and ability to manage many concurrent processes without dropping the ball
- Strong written communication and 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 (preferred)
