Recruitment Scheduler & Administrative Specialist

Bubble; New York (NY); On-site; USD 21,000 - 39,000; Part time

Job summary

Bubble is seeking a Recruitment Scheduler & Administrative Specialist to support recruiting operations and day-to-day admin coordination in New York City. The role focuses on scheduling interviews, candidate communications, trackers, and providing administrative support to ensure a smooth candidate and internal stakeholder experience.

This 10-week contract role is in-office three days weekly in NYC, with an hourly rate of $20-$25 and a potential to extend, convert, or transition based on

Qualifications

• Prior experience in recruiting coordination, interview scheduling, HR administration, office administration, or a similar support role preferred.
• Experience working with Greenhouse ATS required.
• Strong calendar management, organization, and follow-through skills.
• Excellent written and verbal communication skills with a candidate-first mindset.
• Comfortable managing multiple priorities, deadlines, and schedule changes in a fast-paced environment.
• High attention to detail and ability to maintain accurate records.
• Proficiency with Microsoft Office, email, calendars, spreadsheets, and collaboration tools.
• Ability to work independently while collaborating effectively with recruiters, hiring managers, and cross-functional partners.
• Professional judgment and discretion when handling sensitive or confidential information.

Responsibilities

• Coordinate interview scheduling across candidates, HR team, hiring managers, and internal stakeholders.
• Manage calendar invitations, confirmations, rescheduling needs, and timely candidate communications.
• Serve as a professional point of contact for candidates and internal hiring partners, ensuring a positive and consistent experience.
• Help monitor recruiting workflow, identify scheduling bottlenecks, and recommend process improvements where appropriate.
• Maintain accurate candidate and interview information in recruiting trackers, applicant tracking systems (Greenhouse), spreadsheets, and shared files.
• Support job posting coordination, candidate follow-ups, interview logistics, and recruiting documentation.
• Assist with administrative tasks such as preparing correspondence, organizing files, tracking status updates, and compiling reports.
• Handle confidential candidate and company information with discretion and accuracy.

Skills

Calendar management

Communication

Organization

Attention to detail

Independent work

Team collaboration

Multitasking

Discretion

Tools

Greenhouse ATS

Microsoft Office

Job description

Reports to: Senior HR Manager

Hourly expectation: 20 to 30 hours per week

Pay rate: $20 to $25 per hour

10-Week Contract Role with Potential to Extend or Convert

In Office Three Days Weekly in New York City

About Us

Bubble was built to change the skincare industry—not by adding more noise, but by listening to what people actually need. We believe everyone deserves access to high-quality, clinically tested skincare, regardless of their age, background or budget. That belief shapes every decision we make.

We develop every product with our board of leading dermatologists, put it through extensive testing and build it alongside our community—from the formulas and product names to the packaging and campaigns. Every product is under $20 because accessibility isn't a marketing message for us; it is the reason Bubble exists.

Today, Bubble is one of the fastest-growing skincare brands in the world, available in more than 17,000 stores across North America, the UK, Australia and the Middle East. But we are still building—and we're looking for thoughtful, ambitious people who want to challenge how an entire industry works and help create a brand that genuinely makes a difference in people's lives.

Job Overview

This Recruitment Scheduler & Administrative Specialist role will support Bubble Beauty Inc.'s recruiting operations and day-to-day administrative coordination. A large portion of this role will involve scheduling interviews, managing candidate communications, maintaining recruiting trackers, and providing administrative support to ensure a smooth and professional candidate and internal stakeholder experience.

Responsibilities

• Coordinate interview scheduling across candidates, human resources team, hiring managers, and internal stakeholders.
• Manage calendar invitations, confirmations, rescheduling needs, and timely candidate communications.
• Serve as a professional point of contact for candidates and internal hiring partners, ensuring a positive and consistent experience.
• Help monitor recruiting workflow, identify scheduling bottlenecks, and recommend process improvements where appropriate.

Administrative Support

• Maintain accurate candidate and interview information in recruiting trackers, applicant tracking systems (Greenhouse), spreadsheets, and shared files.
• Support job posting coordination, candidate follow-ups, interview logistics, and recruiting documentation.
• Assist with administrative tasks such as preparing correspondence, organizing files, tracking status updates, and compiling reports.
• Handle confidential candidate and company information with discretion and accuracy.

Qualifications

• Prior experience in recruiting coordination, interview scheduling, HR administration, office administration, or a similar support role preferred.
• Experience working with Greenhouse ATS required.
• Strong calendar management, organization, and follow-through skills.
• Excellent written and verbal communication skills with a candidate-first mindset.
• Comfortable managing multiple priorities, deadlines, and schedule changes in a fast-paced environment.
• High attention to detail and ability to maintain accurate records.
• Proficiency with Microsoft Office, email, calendars, spreadsheets, and collaboration tools.
• Ability to work independently while collaborating effectively with recruiters, hiring managers, and cross-functional partners.
• Professional judgment and discretion when handling sensitive or confidential information.