Recruiting Operations Coordinator - Executive Search

The Fountain Group; Indianapolis (IN); Hybrid; USD 37,195 - 45,460; Part time

Job summary

The Fountain Group is seeking a Recruiting Operations Executive Search Coordinator in Indianapolis, IN for a hybrid role with 10 on-site days per month. You will support the Executive Search Recruiting team, coordinating interviews, screenings and all logistics to ensure a high-touch candidate experience.

You will manage calendars, travel, and communications for candidates and hiring leaders, while helping optimize processes and maintain accurate data across databases.

Qualifications

• High school diploma or equivalent; bachelor’s preferred.
• 3+ years in recruitment coordination, preferably executive search.
• Proficient with recruitment software and MS Office Suite.
• Strong communication and interpersonal skills for stakeholder engagement.
• On-site presence for interview day logistics and candidate guidance.

Responsibilities

• Own interview coordination throughout each search, scheduling interviews and related activities.
• Maintain and update databases and tracking systems with accurate information.
• Coordinate background screenings and pre-onboarding tasks for selected candidates.
• Support requisitions and offers, ensuring policy and legal compliance.
• Provide administrative support including calendars, travel arrangements, agendas and presentations.
• Deliver white-glove service to candidates, hiring leaders and HR partners at all stages.
• Enter data for reports to support decision-making across the team.
• Coordinate documents and meetings to keep operations smooth with minimal supervision.
• Provide insights through research and reporting to inform leadership decisions.
• Prepare correspondence and respond to inquiries in a timely, professional manner.
• Document policies to ensure continuity and clarity for current and future team members.
• Collaborate on process improvements with the executive search team.

Skills

Interview coordination

Project coordination

Effective communication

MS Office

Recruitment coordination

Education

High school diploma

Bachelor's degree preferred

Tools

Applicant Tracking System

Background check systems

Recruitment software & databases

Job description

Hybrid position requiring a minimum of 10 days onsite monthly in Indianapolis, IN with flexibility for more to support executive hiring interviews.

Pay: $27-33/hour. W2 only.

Duration: 7 Months. Potential contract to hire based on performance and headcount approval.

Description: We are looking for a talented Recruiting Operations Executive Search Coordinator to join the talent acquisition function supporting our Executive Search Recruiting team in Indianapolis, IN.

The Global Executive Search team is a newly formed function providing senior executive search leadership and consultative services across all company regions and business units. We partner closely with our business leaders and HR partners to identify internal and external candidates for senior leadership roles. We also provide talent advisory services, including external talent mapping, competitive market and organizational intelligence, and pipelining to support our critical/pivotal roles and succession planning needs.

The Executive Search Coordinator directly supports the US and Canada region. The coordinator will also partner with the global search team more broadly on an ad-hoc basis. Projects and engagements may include process management initiatives, database/systems management, and knowledge management initiatives. This person will also focus on optimizing processes and procedures to execute a best-in-class candidate experience for executive level talent and stakeholder engagement.

In this role, your primary responsibilities will include

• Own interview coordination process throughout any given search to ensure a high-touch recruitment experience for both candidates and hiring leaders, including coordinating and scheduling interviews, assessments, and other recruitment activities, ensuring all logistics are in place and all parties involved are well-informed.


• Maintain and update related databases and tracking systems to ensure accurate and up-to-date information at all times.


• Coordinate background screenings and related pre-onboarding activities for selected candidates.


• Support the preparation of requisitions and employment offers, ensuring compliance with company policies and legal requirements.


• Provide administrative support to the executive search team, including managing calendars for interviews, organizing travel arrangements for candidates, and preparing agendas, status reports and hiring leader presentations as assigned.


• Ensure 'white glove' standard of service for all stakeholders (candidates, hiring leaders, HR partners, interviewers, etc.) through all stages of the search process.


• By gathering, verifying, and entering data into reports and systems, you will help maintain reliable information that supports decision-making across the executive search team and stakeholders.


• Coordination of documents, scheduling, and meeting logistics will keep operations running smoothly and efficiently with minimal supervision.


• Through research and statistical reporting, you'll provide leaders with the insights they need to make strategic choices.


• By responding to inquiries and preparing correspondence, you will represent the executive search function professionally and ensure timely, accurate communication.


• Documenting policies and procedures to ensure continuity, compliance and clarity for current and future team members, strengthen collaboration and build team capability.


• Partnering with the executive search team on process improvement projects and contributing ideas to help implement more effective ways of working.

To be successful in this role you will need the following

• Action-Oriented & Accountable: Demonstrates a proactive, high-energy approach to challenges while consistently holding self and others accountable for delivering on commitments with urgency and enthusiasm.


• Effective Communication Skills: Ability to craft and deliver clear, audience-specific messages across multiple formats, ensuring understanding and alignment across diverse stakeholders.


• Planning & Prioritization: Skill in organizing and aligning tasks with organizational goals, enabling efficient execution and timely delivery of commitments.


• Consultative Experience: Capacity to observe organizational dynamics and apply sound judgment to diagnose issues, identify opportunities, and deliver balanced, holistic solutions that serve both employee and business needs.


• Storytelling & Visualization: Talent for creating visual narratives through PowerPoint and other reports or media that support the executive search team.

Qualifications

• High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations. Bachelor's degree preferred.


• 3+ years of proven experience in recruitment coordination or a similar role, preferably in executive search or high-level recruitment, is required.


• Proficient in using recruitment software and databases and Advanced user in Microsoft Office Suite is required.


• Strong communication and interpersonal skills, with the ability to build relationships with candidates and key stakeholders.


• The ability to serve as a point of contact for the candidate/leader and be on-site to lead candidates to appropriate rooms on the day of interviews.


• Familiarity with employment laws and regulations.