Recruitment Administration Assistant – Interview Confirmations

Hrstalentsolutions; Regina; Remote; CAD 42,000 - 44,000; Full time

Job summary

HRstalentSolutions is seeking a Candidate Interview Confirmation Assistant to manage remote interview confirmations, ensuring candidates have accurate times and joining details. The role handles calendar checks, message drafting, and status recording for each interview.

Responsibilities include matching records, updating recruiters, and following reminder processes when candidates do not respond, while maintaining privacy and clear communication.

Qualifications

• An interview invitation is only useful when the candidate knows the correct time and how to attend.
• This role supports the confirmation stage: check the approved meeting details, send a clear message, record the candidate’s response, and flag a change that needs the recruiter’s direction.
• You will not assess candidates or decide who advances in the process.
• You will need accurate written communication and comfort using email, calendars, and online records.
• Previous recruiting, customer service, or office administration experience is useful but not required.

Responsibilities

• Match the candidate name with the assigned interview record.
• Check the confirmed date, time, meeting format, and interviewer.
• Use the approved online meeting or contact instructions.
• Send a concise message through the assigned channel.
• Record a confirmation, question, cancellation, or request to change.
• Update the recruiter when a decision or new time is needed.
• If a candidate has not answered, follow the employer’s reminder process.
• Coordinate meetings with calendar entries and keep separate interviews distinct.

Skills

Office administration

Calendar management

Email communication

Recordkeeping

Recruiting coordination

Client communication

Job description

Candidate Interview Confirmation Assistant

Office Administration | Interview Confirmations | Remote | Full-time or part-time | 30.25–32.00 per hour

An interview invitation is only useful when the candidate knows the correct time and how to attend. This role supports the confirmation stage: check the approved meeting details, send a clear message, record the candidate’s response, and flag a change that needs the recruiter’s direction. You will not assess candidates or decide who advances in the process.

Before sending a confirmation

• Match the candidate name with the assigned interview record.
• Check the confirmed date, time, meeting format, and interviewer.
• Use the approved online meeting or contact instructions.
• Send a concise message through the assigned channel.
• Record a confirmation, question, cancellation, or request to change.
• Update the recruiter when a decision or new time is needed.

Suppose a candidate replies that the time in the email differs from the calendar invitation. Read the latest approved scheduling note rather than choosing one version yourself. Bring the mismatch to the recruiter or scheduling owner and make sure the final message reflects the confirmed arrangement. An outdated invitation should not remain the only visible record of the meeting.

Some candidate questions are straightforward, such as where to find the provided meeting link. Others ask about the selection process or interview content. Answer only from approved guidance and route the rest. A confirmation is a practical customer service exchange: the candidate should feel informed, and the recruiting team should have a reliable status record.

Work behind the message

This job includes office administration tasks such as checking calendar entries, noting replies in an online applicant record, and keeping separate interviews distinct. If a candidate has not answered, follow the employer’s reminder process rather than assuming attendance or withdrawal. When a reschedule is approved, update the appropriate invitation and note the new status so both sides know what has changed.

You will need accurate written communication and comfort using email, calendars, and online records. Previous recruiting, customer service, or office administration experience is useful but not required. New applicants can learn the assigned candidate record system and confirmation steps. Coordinating meetings in another setting can provide transferable skills.

Candidate details should be handled in a private home office or another suitable workspace. Actual hours and employer procedures will be confirmed for the opening.

An interview confirmation should match the approved calendar entry exactly: candidate name, date, time, format and joining instructions. If the interviewer changes availability, wait for the replacement slot to be confirmed before sending a new invitation. A candidate who asks to reschedule needs an acknowledgement and a clear route to the coordinator, not a guessed new time. Note when an email bounces or a candidate confirms attendance. Keeping the exchange with the correct application helps both sides avoid conflicting messages.

Written communication should be courteous and precise without disclosing one candidate's details to another. A template can help with consistency, but check the person's name and individual interview information each time. If an accessibility or timing request arrives, forward it through the employer's process and note that it needs a response. The coordinator's work is to keep arrangements clear while the hiring team makes selection decisions.

Next step for applicants

Show any scheduling, email communication, or careful recordkeeping experience that relates to this job. A previous recruiting title is not required.

New applicants are welcome to present transferable skills from work, study, or volunteer responsibilities. The hiring company will provide its actual meeting process for the role.