Executive Recruiting Coordinator

Wheeler Staffing Partners; Dallas (TX); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Hybrid work

Direct hire

Competitive pay

Growth opportunities

Job summary

Wheeler Staffing Partners is seeking an experienced Executive Recruiting Coordinator to support Physician and Executive Search operations for a growing healthcare organization. This role coordinates complex interview schedules, executive calendars, candidate travel, and onboarding activities, partnering with executives, physicians, recruiters, and hiring leaders.

The ideal candidate has at least 2 years of Talent Acquisition or Recruiting operations experience, excels in fast-paced environments,

Qualifications

• High school diploma or GED required; Bachelor's degree preferred.
• Minimum of 2 years of experience supporting Talent Acquisition, Recruiting Operations, Human Resources, or related business operations.
• Experience coordinating complex scheduling for multiple stakeholders; across time zones is ideal.
• Experience managing executive calendars and coordinating travel arrangements.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Prior experience supporting a Talent Acquisition or Recruiting team; experience in executive recruiting is a plus.
• Experience working with an Applicant Tracking System (ATS).

Responsibilities

• Coordinate complex interview schedules involving physicians, executives, recruiters, and hiring leaders across multiple time zones.
• Manage executive calendars and interview logistics for a seamless candidate experience.
• Arrange candidate travel, including flights, hotels, ground transportation, and detailed itineraries.
• Serve as the primary point of contact for candidates throughout the interview process.
• Post, update, and maintain job requisitions within the ATS; assist with offer letters and recruiting docs.
• Coordinate recruiting events, conferences, travel, and event materials.
• Support onboarding activities to ensure smooth transitions for new hires.
• Partner with recruiters, HR, executive assistants, and leaders to keep recruiting on schedule.
• Provide administrative and project coordination support for executive and physician recruiting initiatives.

Job description

Executive Recruiting Coordinator
Employment Type: Full‑Time | Direct Hire
Location: Dallas, TX
Work Arrangement: Hybrid (Onsite for meetings, interviews, and business needs)
Schedule: Monday–Friday | 8:00 AM – 5:00 PM
Compensation: $65,000–$80,000 annually

Position Overview

Wheeler Staffing Partners is seeking an experienced Executive Recruiting Coordinator to support Physician and Executive Search operations for a growing healthcare organization. This role serves as the operational hub of the executive recruiting process by coordinating complex interview schedules, executive calendars, candidate travel, recruiting operations, and onboarding activities. The ideal candidate has experience supporting Talent Acquisition or Recruiting teams, excels in fast‑paced environments, and is highly organized with exceptional attention to detail. This position requires professionalism, discretion, and the ability to deliver a high‑touch candidate experience while partnering with executives, physicians, recruiters, and hiring leaders.

Key Responsibilities

• Coordinate complex interview schedules involving physicians, executives, recruiters, and hiring leaders across multiple time zones.
• Manage executive calendars and interview logistics while ensuring a seamless candidate experience.
• Arrange candidate travel, including flights, hotels, ground transportation, and detailed interview itineraries.
• Serve as the primary point of contact for candidates throughout the interview process.
• Post, update, and maintain job requisitions within the Applicant Tracking System (ATS).
• Assist with offer letter preparation and other recruiting documentation.
• Coordinate recruiting events, conferences, travel arrangements, and event materials.
• Support onboarding activities to ensure a smooth transition for new hires.
• Partner with recruiters, HR, executive assistants, and department leaders to keep recruiting activities on schedule.
• Provide administrative and project coordination support for executive and physician recruiting initiatives.
• Assist with process improvements and special projects to enhance recruiting operations and candidate experience.

Required Qualifications

• High school diploma or GED required; Bachelor's degree preferred.
• Minimum of 2 years of experience supporting Talent Acquisition, Recruiting Operations, Human Resources, or a related business operations function.
• Experience coordinating complex scheduling for multiple stakeholders.
• Experience managing executive calendars and coordinating travel arrangements.
• Strong proficiency with Microsoft Outlook, Word, and Excel.
• Previous experience supporting a Talent Acquisition or Recruiting team preferred.
• Experience supporting executive‑level recruiting.
• Experience working within an Applicant Tracking System (ATS).

Preferred Experience

• Healthcare or physician recruiting support experience.

Required Skills

• Exceptional organizational and time management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Professional, polished demeanor with strong customer service skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Comfortable working in a fast‑paced, deadline‑driven environment.
• Strong problem‑solving and project coordination abilities.

Ideal Candidate

• Experience supporting executive, physician, or corporate recruiting teams.
• Thrives in coordinating complex logistics and scheduling.
• Demonstrates a sense of urgency, ownership, and accountability.
• Builds positive relationships with executives, physicians, candidates, and internal stakeholders.
• Delivers an exceptional, white‑glove candidate experience from interview through onboarding.

Benefits

Direct hire opportunity with a growing organization. Hybrid work environment. Competitive salary. Opportunity to support executive and physician leadership recruitment. Collaborative team with opportunities for professional growth.