Executive Recruiting Ops Specialist

ServiceTitan; United States; Remote; USD 78,000 - 126,000; Full time

Benefits offered by this job

Flexible time off

Comprehensive onboarding program

Health, dental, vision benefits

Job summary

ServiceTitan is seeking an Executive Recruiting Ops Specialist to orchestrate the scheduling, logistics, and experience for senior leadership searches. You will work closely with our Executive Recruiting team, C-suite, and Executive Assistants to keep searches moving from intake through onboarding.

You will act as the central coordinator for each search, ensuring confidential handling, timely communication, and a white-glove experience for top candidates across R&D and GTM & G&A

Qualifications

• Proven experience managing complex, fast-changing calendars for senior leaders and multi-stage interview processes.
• Experience in recruiting coordination, recruiting operations, or executive support in fast-paced environments.
• Customer-facing mindset and ability to build trust with candidates and C-suite leaders.
• Resourceful, creative, and proactive in improving processes at scale.
• Collaborative working across recruiters, Executive Assistants, hiring managers, and People partners.

Responsibilities

• Own scheduling and coordination for executive interviews, virtual and onsite, across multiple time zones.
• Coordinate onboarding handoff and maintain alignment among recruiters, hiring managers, and candidates.
• Define end-to-end candidate experience with prompt follow-up and polished logistics.
• Ensure confidential handling of candidate information and internal processes.
• Keep Ashby pipelines, stages, and dashboards accurate and up to date.
• Create executive-ready materials like candidate slates and search trackers.

Skills

Calendar management

Recruiting coordination

Executive support

Cross-functional collaboration

Discretion

Communication skills

Data-driven decisions

Tools

Ashby

Slack

Google Workspace

Navan

LinkedIn

Job description

Ready to be a Titan? ServiceTitan is the leading software platform for the trades, powering the businesses that keep the world running. This is a high-touch, high-visibility role at the center of how we hire our most senior leaders. As the Executive Recruiting Ops Specialist, you will be the glue between our Executive Recruiting team, our C-suite and their Executive Assistants, and the senior candidates we're courting for Senior Director, VP, SVP, and confidential roles across every function. You will define and drive the experience for our internal and external customers, from the first candidate touchpoint through a smooth onboarding handoff. At ServiceTitan, Executive Recruiting is not a support function, and neither is this role. You will report to the Global Head of Talent Acquisition and partner directly with Executive Recruiting across both of our portfolios: R&D (Engineering, Product Management, and Design) and GTM & G&A (every non-technical function). You'll join a 25+ person global TA team and work closely with C-suite leaders, their Executive Assistants, and People team partners. You'll be resourceful, creative, and collaborative, and you'll help Executive Recruiting scale without losing the white-glove experience our senior candidates expect.

What You'll Do

• Master Dynamic Executive Schedules
  • Own scheduling and coordination for executive interviews, virtual and onsite, using Ashby, from first availability request through candidate confirmation
  • Manage highly dynamic calendars across C-suite leaders, interview panels, and candidates in multiple time zones, rebooking quickly and calmly when plans change
  • Anticipate conflicts, hold and release time proactively, and keep everyone informed so no search stalls on logistics
  • Coordinate onsite logistics, candidate travel, and reimbursements across ServiceTitan's global locations
• Be the Glue Across Executive Recruiting
  • Partner directly with Executive Recruiting on R&D and GTM & G&A searches, from intake through offer close and onboarding handoff
  • Act as the single point of coordination for each search, keeping recruiters, hiring managers, interviewers, and candidates aligned
  • Handle confidential searches, candidate information, and internal processes with full discretion
• Define and Drive the Experience
  • Define and own the end-to-end experience for our internal and external customers, from first outreach to onboarding handoff
  • Deliver a white-glove candidate experience through prompt follow-up, polished logistics, and clear, personalized communication
  • Elevate the interviewer and employee experience, including interviewer prep, feedback loops, and candidate NPS
  • Partner with C-suite Executive Assistants to manage senior leader calendars, interview panels, and last-minute changes
• Build the Systems That Scale
  • Create and refine processes for executive hiring, from scheduling and interview prep to offer and onboarding handoff, so every search runs consistently
  • Keep Ashby accurate for every executive search: pipelines, stages, scorecards, and data hygiene
  • Build executive-ready materials for Executive Recruiting, such as candidate slates and search trackers
  • Act as a strategic partner on ops challenges, spotting scalable fixes through data, tools, automation, and documentation

What You’ll Bring

• Proven experience managing complex, fast-changing calendars for senior leaders and multi-stage interview processes, with the judgment to prioritize and reshuffle on the fly
• Experience in recruiting coordination, recruiting operations, or executive support in fast-paced, high-growth environments, ideally supporting senior leaders
• A customer-first mindset and comfort being highly customer-facing: you build rapport and earn trust fast, from candidates to C-suite leaders
• Resourcefulness and creativity: you find a way, design a better experience, and don’t wait to be told how
• A collaborative approach to working across recruiters, Executive Assistants, hiring managers, and People partners
• A track record of improving workflows, operational processes, or systems at scale
• Fluency with tools like Ashby, Slack, Google Workspace, Navan, and LinkedIn
• High organization, sharp prioritization instincts, and the ability to move fast
• A detail-oriented, proactive, and solutions-first approach to operational challenges
• A “no task too big or too small” attitude, with the professionalism and discretion to support candidates at any level

Bonus if you have

• Experience supporting executive or confidential searches, in-house or at a retained search firm
• Experience coordinating across global time zones and cross-border candidate travel
• Experience building or improving processes in Ashby

Be Human With Us

Being human isn’t about checking every box on a list. It’s about the experiences we have, people we meet, and the perspectives we share.

We need amazing people like you to help us challenge the conventional and think differently about the problems that we’re solving. We’re in this together. Come be human, with us.

Use of AI Technology

We use technology, including automated and AI-assisted tools, to support certain aspects of our recruitment process. These tools are designed to improve efficiency and enhance the candidate experience. AI tools are not used to make hiring decisions; all hiring decisions are made by our hiring teams.

What We Offer

• Flextime, recognition, and support for autonomous work: Flexible time off with ample learning and development opportunities to continue growing your career.
• Comprehensive onboarding program, leadership training for Titans at all levels, and other programs and events. Great work is rewarded through Bonusly, peer-nominated awards, and more.
• Holistic health and wellness benefits: Company-paid medical, dental, and vision (with 100% employer paid options and 90% coverage for dependents), FSA and HSA, 401k match, and telehealth options including memberships to One Medical.
• Support for Titans at all stages of life: Parental leave and support, up to $20k in fertility services (i.e. IUI and IVF), surrogacy, and adoption reimbursement, on demand maternity support through Maven Maternity, free breast milk shipping through Maven Milk, pet insurance, legal advisory services, financial planning tools, and more.

We strongly encourage people from underrepresented groups to apply. We do not discriminate against employees based on race, color, religion, sex, national origin, gender identity or expression, age, disability, pregnancy (including childbirth, breastfeeding, or related medical condition), genetic information, protected military or veteran status, sexual orientation, or any other characteristic protected by applicable federal, state or local laws.

For candidates in the United States, the good faith salary ranges estimate for this role is Zone 1: $83,900 USD - $125,900 USD Applicable for: CA, CT, DC, MD, MA, NJ, NY, VA, and WA Zone 2: $78,400 USD - $117,600 USD Applicable for: All other US locations. International Compensation for candidates residing outside the United States will vary by location and will be discussed during the hiring process. Actual compensation within a range is determined by factors including relevant experience, skill set, qualifications, and performance. In addition to base salary, our total compensation package includes an annual bonus, equity, and a holistic suite of benefits.

We’re building the first end-to-end solution to transform the trades, a trillion-dollar global industry that’s been underserved by technology for far too long. Recognized by Forbes as one of the top cloud companies, we use our deep industry knowledge and technical expertise to develop solutions that empower everyday entrepreneurs to grow and scale their businesses. While our vision is bold, we always stay humble. Join us. We’re just getting started.

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