Executive Administration

Gradiant; Puchong; Hybrid; MYR 42,000 - 66,000; Full time

Job summary

Gradiant seeks an organized Talent Acquisition Administration Executive to support global recruitment operations. You will coordinate interviews, manage sourcing activities, and ensure a smooth candidate experience across locations.

The role emphasizes proactive coordination, stakeholder management, and compliance with data privacy while enabling efficient hiring processes in a fast-paced environment.

Qualifications

• Diploma or Bachelor’s degree in HR, Business Admin, Psychology, or related field.
• At least 2 years in recruitment coordination, talent acquisition operations, HR administration, or related function.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Experience using ATS or HRIS platforms is an advantage.
• Role is mostly remote, with ability to come to the office at least once a week or as required.

Responsibilities

• Coordinate and schedule interviews across locations and time zones.
• Maintain calendars, interview logistics, and confirmations.
• Assist sourcing and candidate outreach activities.
• Maintain candidate pipelines in the ATS and HRIS.
• Prepare offer documentation and onboarding coordination.
• Generate recruitment reports and dashboards.
• Support background checks and pre-employment documentation.

Skills

Organizational skills

Time management

Attention to detail

Communication

Multitasking

Education

Diploma or Bachelor’s degree in HR/Business Administration

Tools

Microsoft Office

ATS/HRIS experience

Job description

Gradiant is a Different Kind of Water Company. With a full suite of differentiated and proprietary end-to-end solutions for advanced water and wastewater treatment powered by the top minds in water, the company serves its clients’ mission-critical operations in the world’s essential industries, including semiconductors, pharmaceuticals, food & beverage, lithium and critical minerals, and renewable energy. Gradiant’s innovative solutions reduce water used and wastewater discharged, reclaim valuable resources, and renew wastewater into freshwater. The Boston-headquartered company was founded at MIT and has over 1,400 employees worldwide. Singapore is home to our regional headquarters and Global Innovation Centre. Discover us at gradiant.com.

Role Overview

We are looking for an organized and detail-oriented Talent Acquisition Administration Executive to support the daily operations of our recruitment function globally. This role plays a critical part in delivering an exceptional candidate experience by coordinating interviews, managing recruitment administration, supporting sourcing activities, and ensuring smooth hiring processes across the organization.

The ideal candidate is proactive, resourceful, enjoys working in a fast-paced environment, and has strong coordination and stakeholder management skills.

Responsibilities

Interview Coordination & Scheduling

• Coordinate and schedule interviews between candidates, hiring managers, and interview panels.
• Manage calendars and ensure timely scheduling of interviews across different locations and time zones.
• Prepare interview confirmations and communicate interview details to candidates and stakeholders.
• Arrange meeting rooms, virtual interview links, and interview logistics as required.
• Follow up on interview feedback and maintain accurate recruitment records.

Talent Sourcing Support

• Support recruiters in sourcing candidates through job portals, LinkedIn, internal databases, and other sourcing channels.
• Conduct initial candidate outreach and engagement activities.
• Maintain and update candidate pipelines within the Applicant Tracking System (ATS).
• Assist in talent mapping and market research initiatives.
• Recruitment Administration
• Prepare offer documentation and support onboarding coordination.
• Ensure recruitment data and candidate information are accurately maintained in relevant systems.
• Generate and maintain recruitment reports, trackers, and dashboards.
• Support background screening, reference checks, and pre-employment documentation processes.

Candidate Experience Management

• Act as a point of contact for candidates throughout the recruitment process.
• Respond to candidate inquiries in a professional and timely manner.
• Ensure a seamless and positive candidate experience from application through onboarding.

Process & Operational Support

• Support continuous improvement initiatives within Talent Acquisition Operations.
• Maintain recruitment policies, templates, and process documentation.
• Ensure compliance with company policies and data privacy requirements.
• Participate and provide general administrative and operational support for career events as and when required.
• Perform other ad-hoc duties and administrative responsibilities from time to time.

Requirements

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Psychology, or a related field.
• At least 2 years of experience in recruitment coordination, talent acquisition operations, HR administration, or a related function.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Experience using Applicant Tracking Systems (ATS) or HRIS platforms is an advantage.
• While the role is mostly remote, candidate must be able to come into office at least once a week or as required based on business needs.
• Ability to work collaboratively with recruiters, hiring managers, and candidates.

Gradiant is an equal opportunity employer. Qualified applicants will be considered without regard to race, color, religion, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.