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Recruitment Coordinator

St. Louis Park, Minnesota



The priorities of the Recruitment Coordinator include coordinating the executive search work flow and relieving management from administrative detail. This highly motivated individual must chase delegated tasks to ensure progress meets deadlines and take initiative in manager’s absence. Most job duties fall into one of two major areas of responsibility which are detailed below:
Recruitment Coordination
Provides administrative support to Executive Recruiters for end-to-end recruitment and onboarding processes:
  • Take part in administrative meetings and complete administrative follow-through.
  • Prepare client documents such as proposals, agreements, timelines, etc.
  • Schedule candidate phone screens and manage all aspects of scheduling client/candidate interviews.
  • Assist with candidate/client communications and support the exceptional candidate/client experience.
  • Post all jobs to relevant sites
  • Maintain timely and complete data entry into CATS
  • Prepare and send client invoices; monitor payment receipt and provide follow-up communication when necessary
  • Arrange travel/lodging for out-of-town candidates
  • Provide onboarding support from offer to start date (offer letter, background check, licensing, credentialing, etc.)
  • Monitor timelines and upcoming deadlines. Proactively start and keep projects moving. Adhere to standard recruitment process.
  • Provide regular project updates to Operations Manager
  • Provide additional support to recruiters and sourcing team as needed
Support client acquisition, retention, and network development on a rolling basis:
  • Maintain database contacts; conduct name gathering, sourcing and pre-qualification of candidates; prepare a “hot list” of candidates for email marketing.
  • Send out follow up email marketing information (articles, newsletters, candidate hot lists etc.) to clients and prospects.
  • Gather key data from client websites: contact names, systems used by that company, buzzwords. This can be tracked and then later searched.
  • Prepare weekly sales performance metrics and weekly meeting agenda
  • Provide industry highlights reports to top management to include major developments, quarterly earnings figures, information on mergers and acquisitions etc.


  • Data Management:  Knowledge of appropriate data collection policy and procedures, filing systems, data management systems, and programs.  Ability to compile, assimilate, organize and store printed and electronic information.
  • Interpersonal Communication:  Skilled in developing effective rapport with customers, co-workers, actively listening to develop a positive connection.
  • Written Communication:  Ability to organize and express information and ideas in written form to individuals as well as groups.  Construct messages that are clear and convincing.
  • Organization:  Effective management of projects, deadlines, and workload prioritizing; putting things together in an orderly and functional whole.
  • Time Management skills and the ability to effectively prioritize and manage multiple projects. 
  • 3-5 years administrative experience
  • Advanced Microsoft Office skills
  • Office skills: Knowledge and application of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

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