Recruiting Specialist - Executive Hiring -Sunnyvale Office

Proofpoint; Sunnyvale (CA); On-site; USD 31,000 - 43,000; Full time

Benefits offered by this job

Lunch stipend

Onsite events

Global collaboration

Competitive benefits

Job summary

Proofpoint is seeking a Recruiting Coordinator to support executive and senior‑level hiring across multiple time zones. You’ll partner with recruiters, hiring managers, Executive Assistants, HR teams, and candidates to ensure a seamless recruitment experience from first outreach through offer delivery.

You’ll manage complex calendars, coordinate interviews, and provide high‑touch communications to candidates throughout the process.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Recruiting coordination

Talent acquisition operations

HR administration

Executive recruitment support

Tools

Workday

Microsoft Outlook

Microsoft Office

Job description

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 and Qualifications

• 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.

Why Proofpoint?

• 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

Pay Transparency

• Consistent with Proofpoint values and applicable law, we provide the following information to promote pay transparency and equity.
• Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets as set out below.
• Pay within these ranges varies and depends on job-related knowledge, skills, and experience.
• The actual offer will be based on the individual candidate.
• The range provided may represent a candidate range and may not reflect the full range for an individual tenured employee.
• This role may be eligible for variable compensation and/or equity.
• We offer a competitive benefits package, including flexible time off, a comprehensive well‑being program with two paid Wellbeing Days and two paid Volunteer Days per year, plus a three-week Work from Anywhere option.
• Base Pay Ranges for SF Bay Area, New York City Metro Area: Base Pay Range: 31.44 - 43.26 USD
• Base Pay Range for California (excludes SF Bay Area), Colorado, Connecticut, Illinois, Washington DC Metro, Maryland, Massachusetts, New Jersey, Texas, Washington, Virginia, and Alaska: 24.90 - 34.27 USD
• Base Pay Range for all other cities and states excluding those listed above: 23.27 - 32.00 USD

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].

Equal Opportunity Employer

Proofpoint is an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.

Additional Culture & Values

Proofpoint has been honored with six Best Places to Work Awards in 2024 by workplace culture leader Comparably, including Best Company Career Growth, Best Company Outlook, Best Global Culture, Best Engineering Teams, Best Sales Teams, and Best HR Teams. We are the leader in human‑centric cybersecurity. Half a million customers, including 87 of the Fortune 100, rely on Proofpoint to protect their organizations. We’re driven by a mission to stay ahead of bad actors and safeguard the digital world. Join us in our pursuit to defend data and protect people. Our BRAVE Values: At Proofpoint, we are BRAVE in everything we do, and our values aren’t just words—they shape how we work, collaborate, and grow. We seek people who are bold enough to challenge the status quo, responsive in the face of ever‑evolving threats, accountable for delivering real impact. We value those with a visionary mindset who anticipate what’s next and push cybersecurity forward, and we celebrate exceptional execution that ensures we continue to defend data and protect people. Proofpoint is an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability. Find your network, your allies, and your biggest fans. We know that work is simply better when you’re surrounded by people who inspire you—who share ideas, cheer you on, and genuinely want to see you succeed. That’s why we offer social circles, sponsored networks, and connection points across teams and time zones—to help you find your people, build your community, and thrive together. This isn’t just a job—it’s a mission to protect people and defend data in a world that never slows down. We’re building the future of human‑centric cybersecurity, and that future belongs to all of us. We take ownership, move fast, and hold ourselves accountable—because that’s what it takes to stay ahead. And we do it together, winning as one. Be empowered to reach your full potential through meaningful challenges and personalized support—designed around you and your goals. Whether you're growing as a leader or leveling up from great to exceptional as an individual contributor, we’re here to help you get there.