Insomniac - Recruiting Coordinator

Job Summary

WHO ARE YOU?

Do you enjoy music? Do you excel at coordinating and connecting people? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for music & culture and a love of connecting people through the recruitment space.

WHO ARE WE?

Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhanced by state-of-the-art lighting, pyrotechnics and sound design, large-scale art installations, theatrical performers and next generation special effects, our events captivate the senses and inspire a unique level of fan interaction.

Responsibilities

• Provide primary operational coordination support by managing high-volume and complex interview scheduling, including multi-panel and executive level interviews across multiple time zones
• Serve as the primary point of contact for candidates throughout the interview process, ensuring a seamless, professional and welcoming experience
• Coordinate end-to-end interview logistics, including GSuite and Zoom calendar coordination, confirmations, candidate communications, interview materials, and day-of-support
• Partner closely with recruiters, hiring managers, including offer letters, documentation and hiring system processes
• Maintain and update job postings including edits, reposts, and closing out roles, while ensuring accurate and organized requisition data in Workday, Gem and other systems used
• Manage event logistics, including venue confirmations, vendor coordination, catering, room setup, timelines and onsite or virtual execution
• Coordinate event communications, attendee tracking, registration, and post event follow up
• Maintain and organize candidate pipelines from multiple sourcing channels to ensure timely follow up and accurate system tracking
• Support recruiting related invoicing, purchase orders, vendor payments and expense reconciliation
• Prepare event marketing and operational materials, presentations, schedules and signage/wayfinding
• Deliver elevated, white-glove candidate experience at scale throughout all hiring processes
• Communicate professionally via email, instant messaging, and occasional text with internal teams and candidates
• Send timely and professional communications and calendar invites
• Build trusted relationships with recruiters, hiring managers, and cross-functional partners to support seamless hiring coordination
• Support project management for recruiting initiatives such as interview training, hiring process audits, and candidate experience improvements
• Aid in the onboarding of new team members and cross-functional partners on coordination workflows
• Support accessible hiring practices through thoughtful communications and candidate support
• Ensure timely collection of interviewer feedback and facilitate candidate follow-up communications
• Coordinate employee referrals by tracking submissions, facilitating introductions, and ensuring timely follow-up throughout the hiring process
• Maintain strict adherence to candidate privacy and confidentiality standards throughout the hiring process
• Assist with recruiting, hiring, onboarding and training various team members
• Support HR with new hire onboarding and various HR tasks as needed
• Support other projects as assigned on a regular basis

Qualifications

• Bachelor's in Human Resources, Communications, Marketing, Business, or related field
• 2+ years of experience in a coordination, talent acquisition, people ops or administrative support role
• Strong experience with GSuite, Microsoft Office, Slack, Airtable and Workday and GEM AI is a plus (HRIS & ATS)
• Excellent organizational skills and strong attention to detail
• Outstanding written and verbal communication skills
• Ability to manage multiple priorities and adapt quickly in a fast paced environment
• Comfort working with templates, documentation, and system workflows related to job postings, requisitions and offer letters
• High level of accuracy and care when handling sensitive candidate information and employment documents
• Passion for people, talent, and building and supporting high performing teams
• Empathic and professional approach when working with candidates and internal partners
• A passion for creating a positive and inclusive hiring experience
• Motivated with an “Everything is possible” attitude
• Team player, problem solver, and adaptable
• Ability to work onsite in the Calabasas, CA office 5 days per week