Administrative Scheduler

Aston Carter; Seattle (WA); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Job summary

Aston Carter is seeking an Administrative Scheduler in Seattle, WA to support a fast-paced recruiting team. You will coordinate interviews, travel logistics, and candidate communications, maintaining accurate records and timely status updates.

The role emphasizes strong organizational skills, proficiency with Microsoft Office and ATS tools, and the ability to manage multiple calendars in a dynamic environment.

Qualifications

• Minimum of 1 year of experience as a recruiting coordinator or in a coordination-focused role.
• Experience working in a recruiting, talent acquisition, or hiring environment.
• Experience in administrative coordination or similar support roles.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Experience using applicant tracking systems (ATS) or similar recruiting tools.
• Strong scheduling skills and ability to manage multiple calendars and priorities.
• Excellent written and verbal communication skills.
• High level of organization and attention to detail.
• Bachelors degree.

Responsibilities

• Schedule interviews and phone screens by working directly with candidates and hiring managers.
• Arrange travel logistics for visiting candidates when needed.
• Update candidate records and job postings in recruiting systems and applicant tracking tools.
• Confirm new hires and ensure all relevant recruiting systems reflect accurate information.
• Provide timely follow-up correspondence to candidates regarding their recruiting status via phone and email.
• Track recruiting activities and prepare weekly reports on candidate status and pipeline progress.
• Coordinate post-interview debrief meetings and distribute debrief materials to interview teams.
• Identify opportunities to improve the candidate experience and enhance scheduling efficiency.
• Assist in the coordination and execution of other recruiting activities and projects as needed.
• Collaborate closely with recruiters and internal stakeholders to ensure smooth and consistent hiring processes.

Skills

Scheduling coordination

Recruiting coordination

Administrative support

Microsoft Word

Microsoft Excel

PowerPoint

ATS experience

Calendar management

Communication skills

Attention to detail

Bachelor's degree

Education

Bachelor's degree

Tools

ATS software

Job description

Job Title: Administrative Scheduler

The Administrative Scheduler works closely with a team of recruiters in a fast-paced recruiting organization to support end-to-end hiring activities and deliver an exceptional candidate experience. This role serves as an integral partner in managing recruiting processes, coordinating interviews, and building strong candidate relationships, often providing candidates with their first impression of the organization. The position is ideal for someone who is highly organized, enjoys working with both internal and external stakeholders, can shift priorities quickly, and is eager to broaden their experience within a top-tier recruiting environment.

Responsibilities

• Schedule interviews and phone screens by working directly with candidates and hiring managers.
• Arrange travel logistics for visiting candidates when needed.
• Update candidate records and job postings in recruiting systems and applicant tracking tools.
• Confirm new hires and ensure all relevant recruiting systems reflect accurate information.
• Provide timely follow-up correspondence to candidates regarding their recruiting status via phone and email.
• Track recruiting activities and prepare weekly reports on candidate status and pipeline progress.
• Coordinate post-interview debrief meetings and distribute debrief materials to interview teams.
• Identify opportunities to improve the candidate experience and enhance scheduling efficiency.
• Assist in the coordination and execution of other recruiting activities and projects as needed.
• Collaborate closely with recruiters and internal stakeholders to ensure smooth and consistent hiring processes.

Essential Skills

• Minimum of 1 year of experience as a recruiting coordinator or in a coordination-focused role.
• Experience working in a recruiting, talent acquisition, or hiring environment.
• Experience in administrative coordination or similar support roles.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Experience using applicant tracking systems (ATS) or similar recruiting tools.
• Strong scheduling skills and ability to manage multiple calendars and priorities.
• Excellent written and verbal communication skills.
• High level of organization and attention to detail.
• Bachelors degree.

Additional Skills & Qualifications

• Demonstrated superb customer focus and commitment to delivering a positive candidate experience.
• Strong organizational skills with the ability to manage multiple tasks in a fast-paced environment.
• Ability to adapt quickly to changing priorities and processes.
• Proven ability to collaborate effectively with internal and external stakeholders.
• Comfort working in a dynamic, rapidly changing recruiting organization.

Work Environment

The role operates within a fast-paced, dynamic recruiting organization where priorities can shift quickly and collaboration with recruiters, hiring managers, and candidates is continuous. You will work extensively with digital tools, including applicant tracking systems and Microsoft Office applications such as Word, Excel, and PowerPoint, to manage schedules, track candidate progress, and maintain accurate records. The environment emphasizes strong communication, responsiveness, and a high level of organization to ensure a smooth and professional hiring experience for all candidates.

Job Type & Location

This is a Contract position based out of Seattle, WA.

Pay And Benefits

The pay for this position is $26.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility Requirements Apply To Some Benefits And May Depend On Your Job Classification And Length Of Employment. Benefits Are Subject To Change And May Be Subject To Specific Elections, Plan, Or Program Terms. If Eligible, The Benefits Available For This Temporary Role May Include The Following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract position based out of Seattle, WA.

Application Deadline

This position is anticipated to close on Nov 17, 2026.

Workplace Type

This is a fully onsite position in Seattle, WA.

Job Type & Location

This is a Contract position based out of Seattle, WA.

Pay And Benefits

The pay range for this position is $26.00 - $26.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract position based out of Seattle, WA.

Application Deadline

This position is anticipated to close on Nov 17, 2026.

Workplace Type

This is a fully onsite position in Seattle,WA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.