Recruiting Scheduler / Recruiting Coordinator

About the role

We are seeking a highly organized and detail-oriented Recruiting Scheduler / Recruiting Coordinator to support the Talent Acquisition team at Novartis. This role will be responsible for managing complex calendars, coordinating interviews with senior leaders and C-level executives, maintaining accurate documentation, and ensuring a smooth candidate and stakeholder experience throughout the recruitment process.

Responsibilities

• Coordinate and schedule interviews across multiple time zones, including meetings with senior leaders and C-level executives.
• Manage complex calendars and ensure availability is accurately reviewed before confirming interview schedules.
• Communicate professionally with candidates, hiring managers, recruiters, executives, and internal stakeholders.
• Send interview confirmations, with relevant interview documents, calendar invites, agendas, and follow-up communications in a timely manner.
• Maintain accurate candidate and interview documentation in internal systems and tracking tools.
• Update and manage spreadsheets, reports, and trackers using Microsoft Excel.
• Support recruitment process coordination, including candidate status updates, feedback follow-ups, and interview logistics.
• Ensure a positive candidate experience by providing timely updates and clear communication.
• Partner closely with recruiters and hiring teams to resolve scheduling conflicts and last-minute changes.
• Maintain confidentiality when handling sensitive candidate, employee, and executive information.
• Absorb and assist with process improvements and administrative support within the Talent Acquisition function as needed.

Requirements

• Previous experience as a Recruiting Coordinator, Recruiting Scheduler, HR Coordinator, Administrative Assistant, or similar role.
• Strong proficiency in Microsoft Outlook, Microsoft Excel, and other Microsoft Office tools.
• Ability to manage high-volume scheduling and shifting priorities with accuracy.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with professionalism and discretion.
• Comfortable working in a fast-paced and deadline-driven environment.

Qualifications

• Experience managing calendars and scheduling meetings with senior-level stakeholders across multiple Time Zones.
• Intermediate Excel skills, including formatting, filtering, sorting, data entry, and maintaining trackers.
• Experience coordinating across multiple time zones.
• Prior experience in a corporate recruiting or talent acquisition environment.

Skills

• Calendar management
• Interview coordination
• Executive communication
• Documentation and tracking
• Microsoft Excel
• Attention to detail
• Time management
• Candidate experience
• Confidentiality
• Problem-solving
• Stakeholder management

Benefits

• Health, dental, vision, 401k (provided minimum eligibility hours are met)

Pay

$35/hour - $40/Hour W-2 Only (based on Education/Experience)

Schedule

Contract: 3-month (possible extension)

Location

East Hanover, NJ (Remote)