Remote Interview Scheduling Lead for Defense Tech

Vannevar Labs; United States; Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health, dental, vision

Remote-friendly with WeWork access

Unlimited PTO

401(k) match

Wellbeing stipends

Military reserve duty pay top-up

Parental leave

Travel care reimbursements

Job summary

Vannevar Labs is seeking a Recruiting Coordinator to own scheduling and logistics across the interview process. You’ll work directly with recruiters and hiring managers to ensure candidates have a consistently excellent experience from first contact through final interview.

You’ll join a ~200-person mission-driven team and have real influence on how interviewing works at Vannevar, coordinating calendars across Pacific and Eastern time zones, while maintaining a high-ownership approach.

Qualifications

• 1+ years experience in recruiting coordination, executive assistance, or calendar-heavy operations role.
• Excellent organizational skills with strong attention to detail.
• Strong written communication and professional tone with candidates.
• Good judgment on when to move a meeting or escalate.
• Experience with scheduling tools; familiarity with Greenhouse and Outlook preferred.
• Ability to work across Pacific and Eastern time zones when necessary.
• Experience at a startup or high-growth company, or defense-related industry.

Responsibilities

• Own end-to-end interview scheduling across recruiter screens, hiring manager screens, technical screens, and interviews.
• Coordinate candidate availability and match with interviewers for each role and round.
• Manage calendars; adjust schedules and move meetings as needed.
• Send interviewer invites and candidate confirmations; keep both sides informed.
• Handle reschedules, last-minute changes, and cancellations; prevent gaps in candidate processes.
• Identify scheduling bottlenecks and resolve them to avoid delays.
• Maintain pre-scheduled interview blocks and protect interview capacity.
• Serve as the point of contact for candidates on interview logistics.
• Partner with recruiters to prioritize urgent loops and keep processes moving.
• Keep scheduling data and interview records accurate in ATS.
• Support interviewer onboarding with shadow/reverse-shadow sessions.
• Contribute to ongoing improvements in interview scheduling processes.

Skills

Organization

Attention to detail

Written communication

Judgment

Calendar management

Greenhouse

Outlook

Time-zone coordination

Tools

Greenhouse

Outlook

Job description

Vannevar Labs is seeking a Recruiting Coordinator to own scheduling and logistics across the interview process. You’ll work directly with recruiters and hiring managers to ensure candidates have a consistently excellent experience from first contact through final interview.

You’ll join a ~200-person mission-driven team and have real influence on how interviewing works at Vannevar, coordinating calendars across Pacific and Eastern time zones, while maintaining a high-ownership approach.