Candidate Experience Associate

RXinsider LTD.; Wilmington (MA); On-site; USD 71,000 - 87,000; Full time

Job summary

TraceLink is seeking a Candidate Experience Associate to drive a smooth, positive candidate journey from interview scheduling to day one. This role focuses on US hiring with some EMEA coordination, working closely with recruiters, hiring managers, and candidates to keep processes seamless.

The ideal candidate has 3–5 years in recruiting coordination, strong scheduling skills with Zoom/Google Calendar, and experience with Greenhouse Recruiting.

Qualifications

• 3–5 years of experience in recruiting coordination, HR operations, or a similar candidate-facing role.
• Hands-on experience with Greenhouse Recruiting (or a similar ATS).
• Proficiency with Zoom and Google Calendar for scheduling and coordination.
• Strong organizational skills with the ability to manage multiple priorities and stakeholders simultaneously.
• Excellent written and verbal communication skills, including experience conducting candidate phone/video outreach.
• A proactive, detail-oriented mindset with a strong sense of ownership.
• Bachelor's degree preferred, or equivalent practical experience.

Responsibilities

• Own end-to-end interview scheduling, primarily for US roles with some EMEA support, coordinating executive level scheduling and logistics.
• Manage the offer process accurately and on time.
• Onboard new hires into internal systems, ensuring all steps are completed ahead of day one.
• Partner closely with Recruiters, hiring managers, and cross-functional stakeholders throughout the hiring journey.
• Build reports and dashboards in Greenhouse and process audit requirements.
• Maintain and manage candidate data and workflows within Greenhouse Recruiting.
• Coordinate interviews using Zoom and Google Calendar, troubleshooting scheduling conflicts as they arise.
• Bring creative ideas to employer branding initiatives, leveraging AI tools where useful to improve efficiency and candidate engagement, support US Internship programs.
• Ensure a consistently positive, professional, and timely experience for every candidate and stakeholder.

Skills

Recruiting coordination

Scheduling & calendar management

Candidate communication

Cross-functional collaboration

Organizational skills

Education

Bachelor's degree or equivalent

Tools

Greenhouse Recruiting

Zoom

Google Calendar

Docusign

DataFacts

Job description

Company overview

TraceLink is the world’s largest Agentic Business Network, enabling life sciences and healthcare companies to build and manage a scalable digital workforce of governed, no-code AI agents that execute and coordinate mission-critical supply chain operations alongside human teams. Powered by the Integrate-Once™ OPUS platform, TraceLink links more than 300,000 network participants, enabling multi-enterprise processes at global scale.

Founded in 2009 with the simple mission of protecting patients, today Tracelink has 5 global offices, over 800 employees and more than 1700 customers in over 60 countries around the world. Our expanding product suite continues to protect patients and now also enhances multi-enterprise collaboration through innovative new applications such as MINT.

Tracelink is recognized as an industry leader by Gartner and IDC, and for having a great company culture by Comparably.

About The Role

We're looking for a Candidate Experience Associate (Recruiting Coordinator) to be the driving force behind a smooth, positive experience for candidates - from the moment interviews are scheduled through their first day. You'll primarily support our US hiring, with some coordination for EMEA, working closely with Recruiters, hiring managers, and candidates to keep the process running seamlessly.

Key Responsibilities

• Own end-to-end interview scheduling, primarily for US roles with some EMEA support, ensuring a smooth and professional candidate experience, coordinating executive level scheduling and logistics.
• Manage the offer process accurately and on time.
• Onboard new hires into internal systems, ensuring all steps are completed ahead of day one.
• Partner closely with Recruiters, hiring managers, and cross-functional stakeholders throughout the hiring journey — from interview stage through onboarding.
• Build reports and dashboards in Greenhouse and process audit requirements
• Maintain and manage candidate data and workflows within Greenhouse Recruiting.
• Coordinate interviews using Zoom and Google Calendar, troubleshooting scheduling conflicts as they arise.
• Bring creative ideas to employer branding initiatives, leveraging AI tools where useful to improve efficiency and candidate engagement, support US Internship programs.
• Ensure a consistently positive, professional, and timely experience for every candidate and stakeholder.

Requirements & Qualifications

• 3-5 years of experience in recruiting coordination, HR operations, or a similar
• candidate-facing role
• Hands-on experience with Greenhouse Recruiting (or a similar ATS)
• Proficiency with Zoom and Google Calendar for scheduling and coordination
• Strong organizational skills with the ability to manage multiple priorities and stakeholders simultaneously
• Excellent written and verbal communication skills, including experience conducting candidate phone/video outreach
• A proactive, detail-oriented mindset with a strong sense of ownership
• Bachelor's degree preferred, or equivalent practical experience

Nice-to-Haves

• Experience with Greenhouse, Workday, and Docusign preferred
• Familiarity with DataFacts or similar background check platforms
• Working knowledge of AI tools to support recruiting/branding efficiency
• Interest or experience in employer branding and creative candidate engagement initiatives

Why Join Us

• Be a key part of shaping how candidates experience our company
• Work cross-functionally with recruiters, hiring managers, and leadership
• Room to bring creative ideas to life in employer branding and process improvement

TraceLink is committed to providing competitive compensation and benefits to all employees. This is the estimated base salary range for this role and should serve only as a guide. Final compensation offered may vary based on a variety of factors including but not limited to experience level, fit for the role, skills, domain knowledge, internal equity, budget, and location.

US Pay Range: $70,784 - $87,250

Please see the Tracelink Privacy Policy for more information on how Tracelink processes your personal information during the recruitment process and, if applicable based on your location, how you can exercise your privacy rights. If you have questions about this privacy notice or need to contact us in connection with your personal data, including any requests to exercise your legal rights referred to at the end of this notice, please contact [e-mail].