Executive Recruiting Coordinator

About the Role

The Executive Recruiting Coordinator will work closely with senior recruiters to identify and mitigate scheduling risks, resolve conflicts, and maintain the momentum of searches without interruption. This role demands a deep understanding of the candidate experience at the executive level, a keen eye for detail, and the ability to think in systems, continually seeking ways to improve processes and efficiency.

Headway's mission to build a new mental healthcare system that is accessible to everyone makes this role particularly meaningful. By ensuring that the candidate experience is nothing short of exceptional, the Executive Recruiting Coordinator contributes to the company's overarching goal of changing mental healthcare for the better.

What You Will Do

• Own interview scheduling end-to-end for all active senior level searches, managing complex, multi-timezone calendars across senior candidates, executives, and cross-functional interview panels.
• Serve as the primary coordination point of contact for executive candidates, delivering a warm, polished, and organized experience at every touchpoint.
• Maintain real-time accuracy in Greenhouse across all executive pipelines, including candidate records, interview stages, and pipeline data.
• Build and own the operational playbook for executive coordination, covering confirmation cadences, prep material delivery, debrief logistics, to ensure the process is consistent and scalable.
• Partner closely with senior recruiters to proactively flag scheduling risks, resolve conflicts, and keep searches moving without interruption.
• Handle sensitive search details with discretion, representing Headway professionally in every interaction with candidates and hiring leaders.
• Develop and implement processes to continually improve the efficiency and effectiveness of executive recruitment.
• Collaborate with the recruitment team to identify areas for improvement in the candidate experience and implement changes.
• Provide regular updates to the recruitment team and leadership on the status of executive searches.

What We Are Looking For

• 2+ years of experience in coordinating executive or senior leadership searches, with a deep understanding of what makes the candidate experience at this level different.
• A near-perfect scheduling record, with the ability to catch timezone errors, double-bookings, and missing confirmations before they become issues.
• The ability to independently own a full portfolio of complex searches without daily direction, knowing what needs to happen and making it happen.
• Excellent communication skills, with the ability to communicate with polish and precision, writing clear, warm, and professional emails to VP and C-suite candidates.
• A systems-thinking approach, with the ability to identify inefficiencies and fix them, documenting changes to prevent future issues.
• The capacity to handle ambiguity and last-minute changes without losing footing, as executive schedules can shift constantly.
• Experience with recruitment software, such as Greenhouse, and the ability to maintain data accuracy.
• A strong understanding of the recruitment process, with the ability to anticipate and mitigate risks.

Nice to Have

• Experience working in the tech or healthcare industry, with an understanding of the unique challenges and opportunities in these sectors.
• Knowledge of digital recruitment tools and platforms, with the ability to leverage these to improve the candidate experience.
• Certification in recruitment or a related field, such as HR, demonstrating a commitment to professional development and excellence.
• Experience managing multiple searches simultaneously, with the ability to prioritize tasks and manage time effectively.

Benefits and Perks

• Competitive base salary, with a range of
  24,000-

  46,000, based on qualifications, experience, and geographic location.
• Eligibility for an equity grant, depending on the position and level, providing a stake in the company's future success.
• Robust health and wellness benefits, including medical, dental, and vision coverage, supporting overall well-being.
• Retirement savings plan, such as a 401(k), to help plan for the future.
• Meaningful ownership opportunities through equity, allowing employees to share in the company's growth and success.
• Flexible remote work arrangements, with the ability to work from anywhere, promoting work-life balance and flexibility.
• Access to professional development opportunities, such as training and conferences, to support career growth and advancement.
• A dynamic and supportive team environment, with a commitment to collaboration and mutual respect.

• To stand out in the application process, highlight your experience with executive recruitment, scheduling, and candidate management, and be prepared to provide specific examples of your work.
• Develop a strong understanding of Headway's mission and values, and be prepared to discuss how your skills and experience align with the company's goals.
• Use your cover letter to tell a story about your experience and qualifications, rather than simply listing your skills and qualifications.
• Prepare for the interview by researching the company and the role, and by practicing your responses to common interview questions.
• Be ready to discuss your approach to managing complex schedules, communicating with senior stakeholders, and maintaining data accuracy.
• Consider creating a portfolio of your work, such as a sample recruitment plan or a case study of a successful search, to demonstrate your skills and experience.