Executive Recruiting Coordinator

Considering candidates living in East Coast timezone only.

We are looking for an Executive Recruiting Coordinator to join our US-based Talent Acquisition team and work exclusively on Executive and senior leadership hiring at Nebius. 

This is not a traditional Recruiting Coordinator role. You will be the operational partner to our Executive Recruiters, supporting some of the most critical and high-profile searches across the company, including C-suite, VP and senior leadership roles within technology, AI and other strategic functions. 

You will be responsible for ensuring that executive searches move seamlessly from initial engagement through interview, decision and offer. 

Executive hiring at Nebius moves quickly and often involves multiple senior stakeholders, complex calendars, international time zones, confidential information, last minute changes and candidates who expect an exceptional level of service. 

We are looking for someone who thrives in this environment, someone who is naturally proactive, exceptionally organised, calm under pressure and capable of operating several steps ahead of everyone else. 

You won't simply be coordinating interviews. You will anticipate what the Executive Recruiter, candidate and hiring team will need next, identify risks before they become issues, and ensure every detail of the search is executed to an exceptionally high standard. 

What You'll Do 

• Manage multi-stage interview processes, aligning calendars across multiple time zones and senior stakeholders. 

• Coordinate interviews, candidate preparation calls, debriefs, feedback sessions and decision meetings. 

• Manage scheduling conflicts, last minute changes and search dependencies to keep processes moving. 

• Ensure interviewers and candidates have the information, interview plans and necessary materials required for each interaction.  

• Proficiency in Greenhouse, including managing interview stages and ensuring each search is configured and tracked according to its role-specific interview plan. 

• Proactively keep Executive Recruiters informed of coordination progress, outstanding actions and potential blockers. 

• Act as a trusted and highly responsive point of contact for senior and executive level candidates throughout the process. 

• Deliver a white glove polished, personalised and discreet candidate experience aligned with Nebius's executive hiring standards. 

• Coordinate candidate travel, accommodation and onsite experiences (as required.) 

• Partner with Executive Assistants and other support teams to ensure a seamless experience for candidates and senior stakeholders. 

• Act as a trusted operational partner to Executive Recruiters, enabling them to focus on search strategy, assessment and closing. 

• Build collaborative and trusted relationships with senior executives, hiring managers, Executive Assistants and other key stakeholders. 

• Take ownership of issues and drive solutions quickly with minimal disruption. 

• Handle sensitive executive searches with a high level of discretion, professionalism and attention to detail. 

What We're Looking For 

• 4+ years of experience in recruiting coordination in a high touch, high volume recruiting environment including at least 2 years of specialized experience supporting  C-suite, VP or senior leadership hiring. 

• Experience working in an executive search firm, high-growth technology company or similarly fast-paced environment is highly desirable. 

• Experience coordinating multi-stage interview processes across multiple time zones. 

• Exceptional organisational skills and the ability to manage competing priorities without losing attention to detail. 

• Experience working directly with senior executives, Executive Assistants and/or senior hiring stakeholders. 

• Excellent written and verbal communication skills, with strong professionalism and discretion. 

• Strong problem-solving skills and the ability to remain calm and effective under pressure. 

• Comfortable operating with urgency and ambiguity in a rapidly changing environment. 

• Ability to build strong relationships and establish credibility with senior stakeholders. 

• Experience with ATS and recruiting operations platforms such as Greenhouse, Lever, Ashby, or Workday Recruiting.