Senior Recruiting Coordinator (R5646)

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 a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BATaircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI's technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.

The Senior Recruiting Coordinator - EMEA is an individual contributor responsible for providing high-level operational and administrative support to the Talent Acquisition function, with primary ownership of complex interview scheduling, candidate travel coordination, and recruiting operations across EMEA.

This role independently manages high-volume and complex interview logistics across multiple countries, time zones, and stakeholder groups while delivering a seamless and high-touch candidate experience. The Recruiting Coordinator partners closely with recruiters, hiring managers, executives, and cross-functional teams to anticipate and resolve coordination challenges and support the successful execution of global hiring initiatives.

As an experienced member of the Talent Acquisition team, this role also serves as a resource for recruiting coordination best practices, identifies opportunities to improve operational processes, and helps establish scalable and consistent ways of working as the organization grows.

Essential Duties and Responsibilities

Interview Coordination

• 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

Candidate Travel & Logistics

• 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

Candidate Experience

• Serve as a primary point of contact for candidates throughout the interview process, providing timely, professional, and high-touch support
• Deliver clear and proactive communication to candidates across multiple countries and time zones
• Anticipate candidate questions and logistical needs and proactively address issues that could affect the interview experience
• Ensure a consistent, organized, and positive candidate experience throughout all stages of interview coordination
• Exercise discretion and professionalism when supporting sensitive, confidential, executive, or business-critical searches
• Partner with recruiters and hiring teams to continuously improve the candidate experience

Recruiting Operations Support

• Maintain accurate, complete, and timely candidate and interview data within Applicant Tracking Systems and other Talent Acquisition tools
• Support recruiting metrics, reporting, audits, and operational tracking as needed
• Monitor coordination workflows and identify opportunities to improve efficiency, accuracy, scalability, and stakeholder experience
• Recommend and support implementation of improvements to scheduling, candidate travel, documentation, and recruiting coordination processes
• Develop and maintain recruiting coordination resources, documentation, templates, and standard operating procedures
• Support adoption of recruiting tools, processes, and operational best practices across the Talent Acquisition organization
• Serve as a knowledgeable resource for recruiting coordination processes and provide guidance to recruiters, coordinators, and hiring teams as needed
• Support onboarding and mentoring of recruiting coordinators or other Talent Acquisition team members, as appropriate
• Collaborate cross-functionally with Talent Acquisition, PX, Finance, hiring teams, and other business partners to support hiring initiatives
• Support special projects and evolving Talent Acquisition priorities as the organization scales

Basic Qualifications

• 5+ years of experience in recruiting coordination, Talent Acquisition operations, HR/PX operations, or a related role, including experience independently managing complex recruiting logistics
• 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 detail and commitment 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

Preferred Qualifications

• 7+ years of experience in recruiting coordination, Talent Acquisition operations, or a related recruiting operations function
• Experience supporting Talent Acquisition within a high-growth technology, aerospace, defense, engineering, or similarly complex organization
• Demonstrated experience serving as a subject matter expert or senior resource for interview coordination, candidate logistics, or recruiting operations
• Experience supporting executive, highly specialized, high-volume, or business-critical hiring
• Experience identifying, developing, and implementing improvements to recruiting coordination processes and workflows
• Experience developing standard operating procedures, process documentation, templates, or other scalable recruiting resources

Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.