Interview & Onboarding Scheduling Coordinator Intern

Responsibilities:

Interview Scheduling:

Schedule interviews on the hiring managers' calendars, with no conflicts or double bookings. Send interview invitations, meeting links, preparation instructions and reminders to candidates and interviewers. Confirm candidate attendance, and handle reschedules and cancellations quickly and professionally. Prepare candidates before their interview: check their connection and audio, and explain the format and what to expect. Make sure each interviewer has the candidate's complete file before the interview. Record interview attendance, no-shows and outcomes in the HR system on the same day.

Onboarding Coordination:

Schedule and coordinate onboarding meetings between new hires and their assigned Employee Success Manager, within the required timelines. Book follow-up onboarding sessions and make sure every new hire finishes the full onboarding sequence. Send confirmations, agendas and reminders to new hires and managers. Track onboarding progress and flag any missed or delayed meetings straight away.

Calendar and Manager Support:

Manage and coordinate the calendars of several Recruitment and Employee Success Managers at the same time. Prioritise urgent bookings and resolve scheduling conflicts between managers, candidates and new hires. Keep managers updated on schedule changes, late arrivals, withdrawals and cancellations. Act as the main scheduling contact between candidates, new hires and managers.

Records and Reporting:

Keep all candidate and new-hire records accurate and up to date in our HR platforms. Prepare a weekly scheduling report covering interviews booked, completed, rescheduled and missed, and onboarding meetings held.

Requirements:

Very strong Microsoft Outlook skills for calendar management, shared calendars, meeting invitations, scheduling assistants, and email organisation Experience with HR platforms for applicant tracking systems (ATS), HRIS, or CRM tools

Very strong computer skills such as Microsoft Office (Excel, Word), Microsoft Teams, Google Workspace, and video conferencing tools

Proven ability to handle several competing priorities and switch quickly between tasks without dropping anything

Able to support several managers at once and manage their schedules efficiently Excellent attention to detail. You catch errors before they happen. Clear, professional written and spoken English Strong follow-up habits and the ability to work to tight deadlines Able to keep candidate and employee information confidential Own laptop, reliable internet, and a smartphone with WhatsApp Available during business hours, Monday to Friday

What You'll Gain:

Hands-on experience in recruitment and employee onboarding operations Direct work with recruitment and employee success managers Training, mentorship, and regular feedback