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Job Title: Recruiting Coordinator

Job Description

The Talent Acquisition/HR Administrative Assistant plays a vital role in supporting the recruiting process alongside the HR and Executive Team. This role involves coordinating interviews, managing candidate communications, and ensuring a smooth and professional experience for candidates and hiring teams. Additionally, the position supports the CHRO with projects and programs related to site culture and employee engagement. The ideal candidate possesses exceptional attention to detail, strong organizational skills, and experience with an Applicant Tracking System (ATS), preferably Greenhouse. This role requires managing multiple priorities while maintaining professionalism and confidentiality in a fast-paced, dynamic environment.

Responsibilities

+ Schedule and coordinate interviews for candidates across multiple departments and time zones, including complex multi-round and panel interviews.

+ Serve as a primary point of contact for candidates, hiring managers, and interviewers to ensure seamless communication and an exceptional candidate experience.

+ Maintain accurate and up-to-date candidate information and recruiting workflows in Greenhouse ATS.

+ Partner closely with recruiters and hiring managers to anticipate scheduling needs and proactively address conflicts or challenges.

+ Prepare and distribute interview materials, agendas, and logistical information to participants.

+ Support the South San Francisco Site’s employee culture and engagement initiatives; provide backup for Executive Administrative Assistants as needed for meetings, events, and program coordination.

+ Support onboarding activities as needed, including pre-hire paperwork coordination and tracking.

+ Assist with recruitment operations and reporting tasks such as maintaining dashboards or tracking key metrics.

+ Uphold a high level of professionalism and discretion when handling sensitive candidate and company information.

+ Contribute to continuous improvement efforts within the talent acquisition function by identifying opportunities for process efficiency and enhancing the candidate experience.

Essential Skills

+ Proficiency with Greenhouse ATS or similar systems.

+ Proficiency in Microsoft Office Suite and/or Google Workspace.

+ Exceptional attention to detail and organizational skills.

+ Strong written and verbal communication skills.

+ Ability to interact professionally with candidates, hiring managers, and senior leaders including the C-Suite.

+ Proven ability to manage competing priorities and meet deadlines in a fast-paced environment.

+ Discretion and judgment in handling confidential information.

Additional Skills & Qualifications

+ Bachelor’s Degree in Human Resource Management or related discipline preferred.

+ Minimum of 3+ years of experience in a talent acquisition coordination or HR support role, ideally within the pharmaceutical, biotechnology, or life sciences industry.

Work Environment

The work environment is hybrid, with workdays on Tuesday and Thursday. You will work with a small yet agile team in a rapidly scaling biotechnology organization.

Job Type & Location

This is a Contract to Hire position based out of South San Francisco, CA.

Pay and Benefits

The pay range for this position is $39.00 - $39.00/hr.

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)

Workplace Type

This is a hybrid position in South San Francisco,CA.

Application Deadline

This position is anticipated to close on Nov 18, 2025.

About Aston Carter:

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® double diamond 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 [email protected] (%[email protected]) for other accommodation options.