Recruiting Coordinator

Summary

We are seeking an organized, proactive, and candidate-focused Recruiting Coordinator to join our global Talent Acquisition team. In this role, you will manage end-to-end scheduling operations, candidate logistics, and ATS administration for fast-moving technical and business hiring loops across multiple geographies. You'll partner directly with recruiters, hiring managers, and security leaders to ensure a high-touch, seamless interview experience. Leveraging AI-assisted tools and data analytics, you'll optimize scheduling efficiency, enhance the candidate journey, and maintain the operational integrity that powers Menlo's ability to attract top talent at scale.

What You'll Do

• Orchestrate multi-stage interview loops across global time zones — coordinating coding assessments, technical architecture reviews, exec panels, and security evaluations. Manage calendar conflicts, room bookings, and virtual conference links with speed and accuracy, using scheduling tools and AI-assisted availability matching to reduce friction.
• Deliver white-glove candidate experience from initial screen through offer acceptance. Prepare candidates with comprehensive interview itineraries, technical interview guidelines, and panel details. Serve as the primary support contact for logistics inquiries, expense questions, and interview-day assistance.
• Maintain ATS excellence in Ashby — ensuring strict data integrity across all active pipelines. Initiate background checks, NDAs, and pre-employment compliance verifications. Audit interview feedback submission and scorecard accuracy, following up with interviewers to ensure timely feedback entry. Use data insights to flag process gaps and recommend improvements.
• Partner on recruiting operations — assisting with job posting distribution to specialized boards and community networks, supporting recruiting events (Black Hat, DEF CON, RSA Conference), and contributing to continuous improvement initiatives that streamline scheduling and candidate communication workflows.
• Become an Ashby subject-matter expert for your team and peers, supporting troubleshooting and optimization of workflows within the ATS.
• Synthesize interview feedback — using AI tools to summarize and organize panel feedback into structured formats that support hiring committee decision-making.

Functional Competencies

Required:

• 2–4 years of recruiting coordination, talent operations, or HR coordination experience, ideally within a fast-growing technology or cybersecurity SaaS environment.
• Hands-on expertise with modern Applicant Tracking Systems (e.g., Ashby, Greenhouse, Lever) and automated scheduling tools (e.g., GoodTime, Calendly, Google Workspace).
• Proven ability to manage high-volume, complex calendars across multiple global time zones with accuracy and speed.
• Meticulous attention to detail with strong commitment to candidate privacy and data confidentiality.
• Exceptional written and verbal communication skills, with a professional, service-oriented mindset.
• Proficiency with AI-assisted writing and productivity tools (e.g., Claude, ChatGPT) to draft communications, prep materials, and support process optimization.

Preferred / Nice to Have:

• Prior experience coordinating complex technical engineering interview loops.
• Familiarity with team collaboration tools (Slack, Microsoft Teams) and Google Workspace ecosystem.
• Working knowledge of cybersecurity terminology, industry trends, and technical job domains.
• Experience using AI data analysis or insights tools to identify recruiting trends or process bottlenecks.
• Bachelor's degree in Business Administration, Human Resources, Communications, or equivalent hands-on experience.