Recruiting Specialist - Executive Hiring -Sunnyvale Office

Proofpoint, Inc; Sunnyvale (CA); On-site; USD 67,000 - 90,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits

Flexible work environment

Wellness days and community outreach

Recognition program

Global collaboration

Job summary

Proofpoint is seeking a Recruiting Coordinator to manage complex interview schedules for executive and senior-level hires, partnering with recruiters, hiring managers, HR teams, and candidates to deliver a superior experience. You will own offer letters and new hire documentation, coordinate background checks, and maintain precise records in Workday while contributing to reporting and process improvements.

This onsite role requires collaboration across time zones and a strong customer-focused

Qualifications

• Experience in Recruiting Coordination, Talent Acquisition Operations, HR Administration, or a similar role.
• Ideal experience supporting executive or senior-level hiring.
• Strong organizational skills and high attention to detail.
• Proficiency with Workday, Microsoft Outlook and the Microsoft Office Suite.

Responsibilities

• Coordinate interview schedules for executive and senior hires across multiple time zones, handling changes and priorities.
• Partner with recruiters, hiring managers, EAs, HR teams, and candidates for a seamless process.
• Serve as the primary point of contact for candidates throughout the hiring journey.
• Prepare and coordinate offer letters, employment agreements, and new hire documentation.
• Manage background checks: initiation, progress, reports, and vendor liaison.
• Maintain candidate records and recruitment data in Workday; ensure accuracy.
• Support recruitment reporting, process improvements, and Talent Acquisition projects.

Skills

Recruiting coordination

Talent acquisition operations

HR administration

Executive hiring support

Tools

Workday

Microsoft Outlook

Microsoft Office Suite

Job description

About Us

Proofpoint is a global leader in human- and agent-centric cybersecurity. We protect how people, data, and AI agents connect across email, cloud, and collaboration tools. Over 80 of the Fortune 100, 10,000 large enterprises, and millions of smaller organizations trust Proofpoint to stop threats, prevent data loss, and build resilience across their people and AI workflows. Our mission is simple: safeguard the digital world and empower people to work securely and confidently. Join us in our pursuit to defend data and protect people.

How We Work

At Proofpoint you’ll be part of a global team that breaks barriers to redefine cybersecurity guided by our BRAVE core values:

Bold in how we dream and innovate

Responsive to feedback, challenges and opportunities

Accountable for results and best in class outcomes

Visionary in future focused problem-solving

Exceptional in execution and impact

Location & Work Model

• This role requires an onsite presence at our corporate office four days per week and includes a lunch stipend along with opportunities to participate in onsite events

Role

• Coordinate complex interview schedules for executive and senior-level hires across multiple time zones, managing frequent changes and competing priorities.
• Partner with recruiters, hiring managers, Executive Assistants, HR teams, and candidates to ensure a seamless recruitment experience.
• Act as the primary point of contact for candidates throughout the hiring process, delivering a high-touch and professional experience.
• Prepare and coordinate offer letters, employment agreements, and new hire documentation, ensuring accuracy and timely completion.
• Manage background screening processes, including initiating checks, monitoring progress, reviewing reports, and liaising with screening vendors.
• Maintain accurate candidate records and recruitment data within Workday.
• Support recruitment reporting, process improvements, and Talent Acquisition projects as required.
• Experience in Recruiting Coordination, Talent Acquisition Operations, HR Administration, or a similar role, ideally supporting executive or senior-level hiring.
• Proven ability to manage complex scheduling and deliver results in a fast-paced, customer-focused environment.
• Strong organizational skills with exceptional attention to detail and a high degree of accuracy.
• Excellent written and verbal communication skills, with the confidence to engage professionally with senior stakeholders and candidates.
• Ability to manage multiple priorities, work with urgency, and adapt quickly to changing business needs.
• Exceptional problem-solving and stakeholder management skills.
• Proficiency with Workday, Microsoft Outlook, and the Microsoft Office Suite.
• Adhere to the highest degree of professionalism and strict confidentiality on matters that require discretion.
• Ability to work independently as well as part of a team environment.

#LI-JK1

Why Proofpoint?

At Proofpoint, we believe that an exceptional career experience includes a comprehensive compensation and benefits package. Here are just a few reasons you’ll love working with us:

• Competitive compensation
• Comprehensive benefits
• Career success on your terms
• Flexible work environment
• Annual wellness and community outreach days
• Always on recognition for your contributions
• Global collaboration and networking opportunities

Our Culture

Our culture is rooted in values that inspire belonging, empower purpose and drive success-every day, for everyone.

We encourage applications from individuals of all backgrounds, experiences, and perspectives. If you need accommodation during the application or interview process, please reach out to [e-mail].

Base Pay Ranges

SF Bay Area, New York City Metro Area

Base Pay Range: 31.44 - 43.26 USD

California (excludes SF Bay Area), Colorado, Connecticut, Illinois, Washington DC Metro, Maryland, Massachusetts, New Jersey, Texas, Washington, Virginia, and Alaska:

Base Pay Range: 24.90 - 34.27 USD

All other cities and states excluding those listed above

Base Pay Range: 23.27 - 32.00 USD