Senior EMEA Recruiting Operations Specialist

Shield AI; Greater London; Hybrid; GBP 50,000 - 70,000; Full time

Job summary

Shield AI is seeking a Senior Recruiting Coordinator to support the Talent Acquisition function across EMEA. You will own complex interview scheduling, candidate travel coordination, and recruiting operations, partnering with recruiters, hiring managers, executives, and cross-functional teams.

This role operates in a fast-paced, high-growth environment, ensuring a seamless candidate experience, and helping scale recruiting processes with best practices.

Qualifications

• 5+ years of experience in recruiting coordination, Talent Acquisition operations, HR/PX operations, or a related role.
• Demonstrated experience coordinating high-volume and complex interview schedules across multiple countries, time zones, and seniority levels.
• Experience managing complex calendars and interview logistics involving candidates, hiring managers, executives, and cross-functional stakeholders.
• Experience coordinating domestic and international candidate travel, including flights, accommodations, ground transportation, itinerary changes, and travel disruptions.
• Strong working knowledge of Applicant Tracking Systems, scheduling tools, and standard workplace productivity and collaboration platforms.
• Demonstrated ability to independently prioritize competing requests, anticipate issues, and resolve complex scheduling and logistical challenges.
• Strong organizational and project coordination skills with exceptional attention to data accuracy.
• Excellent written and verbal communication skills, with demonstrated ability to communicate effectively with candidates and stakeholders at all levels.
• Demonstrated ability to exercise sound judgment and discretion when handling confidential and sensitive information.
• Ability to operate effectively in a fast-paced, high-growth environment with changing priorities and deadlines.
• Ability to collaborate effectively with globally distributed teams and support recruiting activities across EMEA business hours, as required.

Responsibilities

• Independently manage high-volume and complex interview scheduling across multiple countries and global time zones.
• Coordinate complex calendars involving candidates, interview panels, hiring managers, executives, and other key stakeholders.
• Arrange virtual and in-person interviews, including multi-stage and multi-day interview processes.
• Anticipate scheduling constraints and proactively identify solutions to minimize delays and ensure an efficient hiring process.
• Prepare and distribute accurate interview confirmations, calendar invitations, interview schedules, and relevant materials.
• Manage last-minute scheduling changes and competing priorities with professionalism, urgency, and sound judgment.
• Ensure interview details and candidate activity are accurately maintained within Talent Acquisition systems.
• Partner with recruiters and hiring teams to determine effective scheduling approaches for complex or business-critical searches.
• Serve as a resource to the Talent Acquisition team on interview coordination practices and processes.
• Independently coordinate domestic and international candidate travel, including flights and accommodations.
• Prepare and distribute detailed candidate itineraries and ensure candidates have the information necessary for a seamless interview experience.
• Coordinate complex or time-sensitive travel arrangements across multiple EMEA locations.
• Manage travel changes, cancellations, disruptions, and other unexpected issues while minimizing impact to candidates and interview teams.
• Ensure candidate travel arrangements comply with applicable company travel policies and budget guidelines.
• Partner with internal stakeholders and external vendors, as appropriate, to resolve travel and logistical issues.
• Identify opportunities to improve candidate travel processes, documentation, and operational consistency.

Skills

Interview coordination

Travel logistics

Candidate experience

Recruiting operations

ATS experience

Stakeholder management

Global coordination

Tools

ATS systems

Scheduling tools

Job description

Shield AI is seeking a Senior Recruiting Coordinator to support the Talent Acquisition function across EMEA. You will own complex interview scheduling, candidate travel coordination, and recruiting operations, partnering with recruiters, hiring managers, executives, and cross-functional teams.

This role operates in a fast-paced, high-growth environment, ensuring a seamless candidate experience, and helping scale recruiting processes with best practices.