Recruiting Assistant (12-month contract)

Bain & Company; Warszawa; Hybrid; PLN 56,000 - 78,000; Full time

Job summary

Bain & Company in Warsaw is seeking a Recruiting Assistant to support the EMEA Recruit Enablement team. You will partner with recruiters and hiring managers to coordinate interviews and streamline the candidate experience.

In this role you will manage scheduling, maintain records in the ATS, and help with onboarding details. Strong communication, organization, and a proactive, team-oriented mindset are essential.

Qualifications

• Bachelor's degree required and relevant experience preferred.
• 1–2 years in recruitment, HR, or administrative coordination in professional services.
• Experience with applicant tracking systems (ATS) or HRIS is a plus.
• Strong communication and proactive, collaborative mindset.
• Ability to meet deadlines and manage multiple tasks in a fast-paced environment.
• Professional fluency in English (C1).

Responsibilities

• Coordinate interview scheduling for various roles with candidates and stakeholders.
• Serve as primary contact for candidates, resolving calendar conflicts and questions.
• Maintain ATS records: job postings, interview logistics, and candidate status.
• Collaborate with HR to provide onboarding details for new hires.
• Keep recruiters informed of scheduling challenges and updates.
• Provide backup support for general recruiting activities and assessments.
• Contribute to recruiting process optimization projects within the team.
• Support other recruiting-related activities as needed.

Skills

Communication

Proactive mindset

Collaboration

Organizational skills

Problem-solving

Teamwork

Self-starter

English fluency

Education

Bachelor's degree

Tools

ATS

HRIS

Job description

WHAT MAKES US A GREAT PLACE TO WORK

We are proud to be consistently recognized as one of the world’s best places to work. We are currently the top ranked consulting firm on Glassdoor’s Best Places to Work list and have earned the #1 overall spot a record seven times. Extraordinary teams are at the heart of our business strategy, but these don’t happen by chance. They require intentional focus on bringing together a broad set of backgrounds, cultures, experiences, perspectives, and skills in a supportive and inclusive work environment. We hire people with exceptional talent and create an environment in which every individual can thrive professionally and personally.

WHO YOU’LL WORK WITH

You’ll join our regional EMEA Recruit Enablement team, which supports a wide range of roles and is deeply committed to creating a seamless experience for both hiring leaders and candidates across geographies. You'll work closely with recruiters, hiring managers, and candidates - playing a critical role in ensuring the efficiency and quality of the recruiting process.

WHERE YOU’LL FIT WITHIN THE TEAM

As a Recruiting Assistant on the team, you will partner with recruiters on administrative tasks throughout the recruiting process. The role is focused on scheduling and managing the logistics of candidate interviews, updating the applicant tracking system and identifying ways to increase efficiency in the coordination process.

WHAT YOU’LL DO

• Coordinate and execute all aspects of interview scheduling for various roles, ensuring timely and accurate communication with candidates and stakeholders
• Act as a primary contact for candidates, resolving calendar conflicts and addressing questions throughout the interview process
• Maintain up-to-date records in the applicant tracking system (ATS), including job postings, interview logistics, and candidate status updates
• Collaborate with HR to provide necessary details for onboarding new hires
• Keep recruiters informed of scheduling challenges, candidate questions, and updates throughout the process
• Provide backup support for general consulting recruiting, including interview scheduling, digital assessments, coaching sessions, and other recruiting activities
• Contribute to recruiting process optimization projects within the team and across the broader department
• Support other recruiting-related activities as needed

ABOUT YOU

• Bachelor’s degree required
• 1–2 years of experience in recruitment, HR, or administrative coordination - ideally within a professional services environment
• Experience with applicant tracking systems (ATS) or HRIS platforms is a plus
• Strong communication skills
• Proactive, collaborative, and solution-oriented mindset
• Self-starter with strong organizational and problem-solving skills - ability to meet deadlines, prioritize assignments, and manage multiple tasks simultaneously in a fast-paced, customer-focused environment
• Ability to work both independently and as an integral part of various teams
• Professional Fluency in English (C1)