Administrative Assistant

Job Description

The University Recruiting Coordinator works closely with a team of recruiters in a fast-paced recruiting organization and plays a key role in delivering a smooth and professional candidate experience. This position manages day-to-day recruiting activities, coordinates interviews, maintains candidate records, and builds strong relationships with both candidates and internal stakeholders. It is an excellent opportunity for someone who enjoys organization, communication, and collaboration, and who is looking to broaden their experience within a top-tier recruiting function in the tech space.

Responsibilities

• Schedule interviews and phone screens by working directly with candidates and hiring teams, including arranging travel logistics for visiting candidates when needed.
• Update candidate records and job postings in applicant tracking and recruiting systems, ensuring information is accurate and current.
• Confirm new hires in the recruiting systems and support onboarding-related coordination as required.
• Provide timely follow-up correspondence to candidates regarding their recruiting status via phone and email, maintaining a professional and positive candidate experience.
• Track recruiting activities, maintain accurate data, and prepare weekly reports that summarize candidate status and pipeline activity.
• Coordinate post-interview debrief meetings, including preparing and distributing debrief materials to interviewers and hiring teams.
• Identify and recommend opportunities to improve the candidate experience and increase scheduling efficiency across the recruiting process.
• Assist with the coordination and logistics of other recruiting-related activities and events as needed to support the broader recruiting team.

Essential Skills

• At least 1 year of experience as a recruiting coordinator, scheduler, or in a similar coordination role.
• Proficiency with Microsoft Word, Excel, and PowerPoint for scheduling, tracking, and reporting purposes.
• Bachelors degree is required.
• Strong written and verbal communication skills to interact effectively with candidates and internal stakeholders.
• Demonstrated administrative and organizational skills, including the ability to manage multiple tasks and priorities.
• Customer service mindset with the ability to provide a professional and responsive experience to candidates and hiring teams.
• Experience using applicant tracking systems (ATS) or similar recruiting tools.
• High attention to detail in scheduling, documentation, and data entry.

Additional Skills & Qualifications

• Superb customer focus and a commitment to delivering an excellent candidate experience.
• Exceptional attention to detail and strong organizational skills in a high-volume environment.
• Strong oral and written communication skills, including the ability to draft clear, concise candidate correspondence.
• Ability to work effectively in a fast-paced, quickly changing environment and adapt to shifting priorities.
• Comfort collaborating with internal and external partners and building positive working relationships.
• Interest in recruiting and talent acquisition, with a desire to grow within a leading recruiting organization.

Work Environment

This full-time, Monday-Friday, 8:00 AM-5:00 PM, 100% onsite role is a 7-month contract with a high possibility of extension or conversion. Youll be working within a dynamic, fast-paced recruiting organization where priorities can shift quickly, making adaptability, collaboration, and strong communication key to success. You will work closely with recruiters, hiring teams, and candidates, using tools such as Microsoft Word, Excel, PowerPoint, and applicant tracking systems to manage schedules, records, and reports. The environment emphasizes strong communication, customer focus, and attention to detail, and offers the opportunity to help build a talented organization while developing your own skills in recruiting operations.

This is a Contract position based out of Seattle, WA.

The pay range for this position is $24.00 - $24.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Seattle,WA.

This position is anticipated to close on Oct 13, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.