Senior Recruiting Coordinator (R5646)

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai . Follow Shield AI on LinkedIn , X , Instagram , and YouTube .

The Senior Recruiting Coordinator – EMEA is an individual contributor responsible for providing high-level operational and administrative support to the Talent Acquisition function, with primary ownership of complex interview scheduling, candidate travel coordination, and recruiting operations across EMEA.

This role independently manages high-volume and complex interview logistics across multiple countries, time zones, and stakeholder groups while delivering a seamless and high-touch candidate experience. The Recruiting Coordinator partners closely with recruiters, hiring managers, executives, and cross-functional teams to anticipate and resolve coordination challenges and support the successful execution of global hiring initiatives.

As an experienced member of the Talent Acquisition team, this role also serves as a resource for recruiting coordination best practices, identifies opportunities to improve operational processes, and helps establish scalable and consistent ways of working as the organization grows.

Essential Duties and Responsibilities

Interview Coordination

Independently manage high-volume and complex interview scheduling across multiple countries and global time zones

Coordinate complex calendars involving candidates, interview panels, hiring managers, executives, and other key stakeholders

Arrange virtual and in-person interviews, including multi-stage and multi-day interview processes

Anticipate scheduling constraints and proactively identify solutions to minimize delays and ensure an efficient hiring process

Prepare and distribute accurate interview confirmations, calendar invitations, interview schedules, and relevant materials

Manage last-minute scheduling changes and competing priorities with professionalism, urgency, and sound judgment

Ensure interview details and candidate activity are accurately maintained within Talent Acquisition systems

Partner with recruiters and hiring teams to determine effective scheduling approaches for complex or business-critical searches

Serve as a resource to the Talent Acquisition team on interview coordination practices and processes

Candidate Travel & Logistics

Independently coordinate domestic and international candidate travel, including flights and accommodations

Prepare and distribute detailed candidate itineraries and ensure candidates have the information necessary for a seamless interview experience

Coordinate complex or time-sensitive travel arrangements across multiple EMEA locations

Manage travel changes, cancellations, disruptions, and other unexpected issues while minimizing impact to candidates and interview teams

Ensure candidate travel arrangements comply with applicable company travel policies and budget guidelines

Partner with internal stakeholders and external vendors, as appropriate, to resolve travel and logistical issues

Identify opportunities to improve candidate travel processes, documentation, and operational consistency

Candidate Experience

Serve as a primary point of contact for candidates throughout the interview process, providing timely, professional, and high-touch support

Deliver clear and proactive communication to candidates across multiple countries and time zones

Anticipate candidate questions and logistical needs and proactively address issues that could affect the interview experience

Ensure a consistent, organized, and positive candidate experience throughout all stages of interview coordination

Exercise discretion and professionalism when supporting sensitive, confidential, executive, or business-critical searches

Partner with recruiters and hiring teams to continuously improve the candidate experience

Recruiting Operations Support

Maintain accurate, complete, and timely candidate and interview data within Applicant Tracking Systems and other Talent Acquisition tools

Support recruiting metrics, reporting, audits, and operational tracking as needed

Monitor coordination workflows and identify opportunities to improve efficiency, accuracy, scalability, and stakeholder experience

Recommend and support implementation of improvements to scheduling, candidate travel, documentation, and recruiting coordination processes

Develop and maintain recruiting coordination resources, documentation, templates, and standard operating procedures

Support adoption of recruiting tools, processes, and operational best practices across the Talent Acquisition organization

Serve as a knowledgeable resource for recruiting coordination processes and provide guidance to recruiters, coordinators, and hiring teams as needed

Support onboarding and mentoring of recruiting coordinators or other Talent Acquisition team members, as appropriate

Collaborate cross-functionally with Talent Acquisition, PX, Finance, hiring teams, and other business partners to support hiring initiatives

Support special projects and evolving Talent Acquisition priorities as the organization scales

Basic Qualifications

5+ years of experience in recruiting coordination, Talent Acquisition operations, HR/PX operations, or a related role, including experience independently managing complex recruiting logistics

Demonstrated experience coordinating high-volume and complex interview schedules across multiple countries, time zones, and seniority levels

Experience managing complex calendars and interview logistics involving candidates, hiring managers, executives, and cross-functional stakeholders

Experience coordinating domestic and international candidate travel, including flights, accommodations, ground transportation, itinerary changes, and travel disruptions

Strong working knowledge of Applicant Tracking Systems, scheduling tools, and standard workplace productivity and collaboration platforms

Demonstrated ability to independently prioritize competing requests, anticipate issues, and resolve complex scheduling and logistical challenges

Strong organizational and project coordination skills with exceptional attention to detail and commitment to data accuracy

Excellent written and verbal communication skills, with demonstrated ability to communicate effectively with candidates and stakeholders at all levels

Demonstrated ability to exercise sound judgment and discretion when handling confidential and sensitive information

Ability to operate effectively in a fast-paced, high-growth environment with changing priorities and deadlines

Ability to collaborate effectively with globally distributed teams and support recruiting activities across EMEA business hours, as required

Preferred Qualifications

7+ years of experience in recruiting coordination, Talent Acquisition operations, or a related recruiting operations function

Experience supporting Talent Acquisition within a high-growth technology, aerospace, defense, engineering, or similarly complex organization

Demonstrated experience serving as a subject matter expert or senior resource for interview coordination, candidate logistics, or recruiting operations

Experience supporting executive, highly specialized, high-volume, or business-critical hiring

Experience identifying, developing, and implementing improvements to recruiting coordination processes and workflows

Experience developing standard operating procedures, process documentation, templates, or other scalable recruiting resources

Experience supporting recruiting activities across multiple EMEA countries and navigating regional differences in candidate logistics and hiring processes

Familiarity with international travel requirements, visa documentation, and corporate travel policies

Experience supporting recruiting metrics, reporting, data integrity, and operational tracking

Experience onboarding, mentoring, or providing guidance to recruiting coordinators or other Talent Acquisition team members

Experience working with modern Applicant Tracking Systems and recruiting technology ecosystems

European languages proficiency is a plus

Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner. Find Jobs in United Kingdom on Arbeitnow