Hiring Management & Applicant Coordination Assistant

This is a remote position.

We are seeking a proactive, highly organized, and detail-oriented Hiring Management & Applicant Coordination Assistant to support and manage the company's recruitment process.

The ideal candidate is comfortable managing incoming applicants, following established hiring procedures, coordinating candidate assessments and interviews, and maintaining accurate recruitment records. This person must be able to follow written instructions independently, communicate professionally, and take ownership of the hiring process from initial application review through interview scheduling.

The successful candidate should also be proficient in Google Workspace, particularly Google Sheets, and have the technical ability to use spreadsheet formulas, automations, and other tools to support executive leadership.

Key Responsibilities

Applicant Management & Screening

• Monitor and manage incoming job applications across designated recruitment platforms.
  

• Review applicants against established hiring criteria and screening rubrics.
  

• Determine whether applicants meet the minimum requirements and either move them forward or send appropriate rejection notifications.
  

• Identify candidates who meet the requirements and are suitable for the next stage of the hiring process.
  

• Maintain organized and accurate applicant records.
  

Candidate Assessment Coordination

• Send testing assessments to candidates who meet the initial screening requirements.
  

• Provide candidates with clear instructions and deadlines for completing assessments.
  

• Review submitted assessments to ensure candidates followed the provided instructions.
  

• Check assessment time logs to verify adherence to the expected completion time.
  

• Evaluate assessment submissions based on established guidelines.
  

• Forward qualified candidates to management for review and reject candidates who do not meet the requirements.
  

Interview & Calendar Management

• Coordinate and schedule candidate interviews with company leadership.
  

• Communicate interview schedules, meeting details, and instructions to candidates.
  

• Monitor interview confirmations and follow up when necessary.
  

• Ensure leadership calendars are properly coordinated with candidate availability.
  

• Help maintain an organized and updated interview schedule.
  

Hiring Records & Spreadsheet Management

• Maintain and regularly update the company's Hiring Spreadsheet.
  

• Record candidate information, application status, assessment results, interview feedback, and next steps.
  

• Ensure all applicant information is accurate, complete, and properly organized.
  

• Develop and maintain spreadsheet formulas, automations, and other functions to improve tracking and administrative efficiency.
  

• Identify opportunities to improve spreadsheet workflows and reporting for executive leadership.
  

Hiring Process & Administrative Support

• Take ownership of the hiring inbox as the primary point of contact for recruitment-related communications.
  

• Respond to candidate inquiries and manage recruitment-related email correspondence.
  

• Follow the company's Hiring Management SOP and established hiring checklists.
  

• Ensure candidates progress through the hiring process according to established procedures.
  

• Identify missing information, incomplete applications, and potential delays, and bring them to management's attention.
  

• Provide regular updates to leadership regarding applicant progress and recruitment activities.
  

Required Qualifications

• Excellent written and verbal English communication skills.
  

• Proficiency in Google Workspace, particularly Google Sheets, Google Docs, Gmail, and Google Calendar.
  

• Ability to follow written directions and execute procedures accurately and independently.
  

• Comfortable taking ownership of an email inbox as the main point of contact for the hiring process.
  

• Experience coordinating interviews and managing calendars between candidates and company leadership.
  

• Strong spreadsheet skills, including formulas, functions, automations, and workflow improvements.
  

• Strong organizational skills and attention to detail.
  

• Ability to screen applicants and evaluate information against established criteria.
  

• Comfortable handling confidential applicant and company information.
  

• Ability to manage multiple applicants and recruitment tasks simultaneously.
  

• Self-motivated, dependable, and capable of working independently without constant supervision.
  

Schedule & Availability

• Part-time position requiring approximately 20 hours per week.
  

• Required working hours: 10:00 AM to 2:00 PM Eastern Standard Time (EST).
  

• Must maintain consistent weekday availability.
  

• Working hours must provide sufficient overlap with executive leadership's end-of-day schedule to accommodate meetings and coordination as needed.
  

What Success Looks Like

• Incoming applicants are reviewed and screened consistently against established criteria.
  

• Qualified applicants receive testing assessments promptly.
  

• Assessment submissions are reviewed for compliance with instructions and time requirements.
  

• Only qualified candidates are forwarded to management for review.
  

• Candidate interviews are scheduled efficiently with company leadership.
  

• The hiring inbox is consistently monitored and managed.
  

• The Hiring Spreadsheet remains accurate, organized, and up to date.
  

• Spreadsheet formulas and automations help improve recruitment tracking and administrative efficiency.
  

• Hiring procedures are followed accurately without constant supervision.
  

• Leadership receives timely and organized updates on candidate progress.