Recruiting Operations Coordinator

Northwestern Mutual; Philadelphia (Philadelphia County); On-site; USD 45,000 - 65,000; Full time

Job summary

Northwestern Mutual is seeking an organized Administrative Coordinator to support recruiting, onboarding, and office operations in our Philadelphia office. The role involves helping the recruiting team attract, select, and onboard financial representatives, supporting marketing campaigns, and assisting the Managing Partner with calendar management and executive tasks.

The ideal candidate will have 2+ years of administrative or related experience, strong Microsoft 365 skills, calendar and travel

Qualifications

• Two or more years of recent administrative, recruiting, marketing, executive support, or related professional experience.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint or OneDrive.
• Experience managing calendars, meetings, travel, events, and multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills, with careful attention to grammar, formatting, and detail.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and follow through on deadlines.
• Demonstrated ability to work professionally with leadership, team members, candidates, vendors, and community partners.
• Familiarity with applicant tracking systems, LinkedIn, social media scheduling, Canva, or email marketing platforms is preferred.
• Ability to occasionally attend recruiting, community, or office events outside standard business hours.

Responsibilities

• Maintain an organized inventory of recruiting materials, presentation decks, candidate resources, and event supplies.
• Track and update candidate pipeline files, recruiting dashboards, and activity reports.
• Send timely candidate communications for each step of the selection and interview process.
• Schedule and reschedule interviews, assessments, follow-up meetings, and recruiting events.
• Coordinate community events, campus career fairs, networking events, and candidate information sessions.
• Provide administrative support to leadership team members throughout the recruitment and selection process.
• Source resumes from approved job boards and develop referral lists using professional and social media platforms, including LinkedIn and Facebook.
• Maintain accurate candidate information and activity in the applicant tracking system.
• Handle candidate information with appropriate confidentiality and professionalism.

Skills

Administrative experience

Microsoft 365

Calendar management

Communication skills

Confidentiality

Deadline orientation

Leadership interaction

Event coordination

LinkedIn familiarity

Canva familiarity

Tools

Microsoft 365

SharePoint/OneDrive

Canva

LinkedIn

Email marketing tools

Job description

Company Description

Northwestern Mutual is a leading financial services organization that helps individuals and families achieve long‑term financial security through personalized, people‑first planning. The company offers a broad range of solutions, including life, disability income, and long‑term care insurance, annuities, brokerage and advisory services, trust services, and discretionary portfolio management. With significant assets under management and millions of clients served, Northwestern Mutual combines financial strength with a focus on client clarity and opportunity.

Overview

This role supports recruiting, marketing, and executive administration for the office. The coordinator helps the recruiting team attract, select, and onboard financial representatives; supports office marketing and community visibility; and provides administrative support to the Managing Partner. Success in this position requires strong organization, attention to detail, discretion, sound judgment, follow‑through, and the ability to communicate professionally with candidates, team members, vendors, and external partners.

Recruiting & Selection Support

• Maintain an organized inventory of recruiting materials, presentation decks, candidate resources, and event supplies.
• Track and update candidate pipeline files, recruiting dashboards, and activity reports.
• Send timely candidate communications for each step of the selection and interview process.
• Schedule and reschedule interviews, assessments, follow‑up meetings, and recruiting events.
• Coordinate community events, campus career fairs, networking events, and candidate information sessions.
• Provide administrative support to leadership team members throughout the recruitment and selection process.
• Source resumes from approved job boards and develop referral lists using professional and social media platforms, including LinkedIn and Facebook.
• Maintain accurate candidate information and activity in the applicant tracking system.
• Handle candidate information with appropriate confidentiality and professionalism.

Onboarding Support

• Communicate onboarding timelines, requirements, and status updates to candidates and internal stakeholders.
• Assist candidates with completion of contract, licensing, background check, fingerprinting, and other required onboarding documentation.
• Track onboarding tasks, identify missing items, and report progress or delays to leadership.
• Coordinate office access, technology, workspace, supplies, announcements, and orientation materials for new representatives.
• Maintain organized onboarding records in accordance with office procedures and applicable company requirements.

Marketing & Communications Support

• Assist with the development and coordination of recruiting and office marketing campaigns across email, social media, events, and community outreach.
• Maintain an office content calendar and coordinate approved posts, announcements, newsletters, event promotions, and recognition content.
• Draft, proofread, and format marketing communications, presentations, invitations, flyers, and internal updates while maintaining consistent branding and tone.
• Coordinate with internal partners and approved vendors on branded materials, promotional items, photography, signage, and event collateral.
• Support office website and social media updates, including gathering content, routing materials for approval, scheduling approved posts, and monitoring basic engagement metrics.
• Help promote recruiting events, community involvement, office milestones, and leadership initiatives.
• Track campaign activity and event results, including registrations, attendance, candidate leads, and engagement, and prepare summary reports for leadership.
• Ensure marketing materials follow applicable brand, compliance, privacy, and approval requirements before distribution.

Executive Assistant Support to the Managing Partner

• Manage the Managing Partner's calendar, including scheduling and coordinating internal and external meetings.
• Prioritize meeting requests, resolve scheduling conflicts, protect focus time, and provide timely calendar updates and reminders.
• Ensure calendar invitations include accurate times, locations, virtual meeting links, attendees, and relevant details.

Office Management Support

• Ensure the office remains clean, organized, professional, and welcoming by monitoring common areas and coordinating cleaning or maintenance needs.
• Maintain and restock office, kitchen, restroom, printing, and meeting‑room supplies, including placing approved orders as needed.
• Keep conference rooms and shared spaces meeting‑ready and support office meetings and events with room setup, refreshments, supplies, and cleanup.
• Coordinate routine facility needs, vendor visits, mail and deliveries, office access, and workspace readiness for new team members and visitors.

Qualifications

• Two or more years of recent administrative, recruiting, marketing, executive support, or related professional experience.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint or OneDrive.
• Experience managing calendars, meetings, travel, events, and multiple priorities in a fast‑paced environment.
• Strong written and verbal communication skills, with careful attention to grammar, formatting, and detail.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and follow through on deadlines.
• Demonstrated ability to work professionally with leadership, team members, candidates, vendors, and community partners.
• Familiarity with applicant tracking systems, LinkedIn, social media scheduling, Canva, or email marketing platforms is preferred.
• Ability to occasionally attend recruiting, community, or office events outside standard business hours.