Note: The job is a remote job and is open to candidates in USA. Mindlance is seeking an Administrative Assistant II to support its Talent Acquisition team. The role provides advanced administrative and coordination support for recruiting operations, including interview scheduling, pre-employment processes, offer letters, candidate communication, tracking, and administrative support for recruiting leadership.
Responsibilities
- Provide advanced administrative and coordination support to the Talent Acquisition team, including recruiters and leadership including the creation of requisitions
- Coordinate background screening, drug testing, and pre-employment testing, ensuring compliance and accurate results verification
- Manage interview scheduling and candidate travel arrangements using Concur
- Maintain and update recruiting content on shared Talent Acquisition SharePoint site
- Manage internal and external recruiting mailboxes with professionalism and sound judgment
- Partner with recruiters to prepare, proof, and distribute employment offer letters
- Process invoices, coordinate travel, and support day-to-day administrative needs for Recruiting leadership
- Maintain strict confidentiality and proactively identify process improvements
- As needed, coordinate interviews across multiple time zones, including phone, virtual, and in-person meetings
- Serve as the primary point of contact for candidates and stakeholders on pre-employment processes, providing timely updates and maintaining professional communication
- Update and maintain pre-employment tracking in Empower to ensure data accuracy and compliance
- Assist Hiring Managers with any pre-boarding questions and provide the necessary information for equipment ordering and HM pre-onboarding tasks
Skills
- High school diploma or GED required
- Minimum of 3 years of relevant work experience in an administrative or coordinator role
- Strong written and verbal communication skills
- Proficiency in Microsoft Word, Excel, and PowerPoint
- Experience handling confidential information in a fast-paced environment
- Strong organizational skills with the ability to manage multiple priorities and deadlines
- Excellent interpersonal, teamwork, and customer service skills
- Experience with SharePoint content maintenance
- Knowledge of recruiting processes or Applicant Tracking Systems; Oracle Recruiting Cloud preferred
Benefits
- Virtual position; remote location cannot be in the states of California, Colorado, Illinois, Kentucky, Massachusetts, Montana, Nebraska, New York, Oregon or Washington at this time.
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