Executive Recruiting Coordinator

Avalara • UNAVAILABLE, UNAVAILABLE

1d • Remote

About The Position

Deliver excellence behind the scenes in a high-stakes, high-performance environment. This is not a traditional coordination role. You will operate at the center of executive hiring, owning the operational execution behind VP+ searches and partnering directly with senior leaders and executive recruiters to deliver a seamless, high-touch candidate experience. This role requires exceptional judgment, speed, and precision in a high-stakes environment where details matter, timelines are tight, and the quality of execution directly impacts who we hire. You will bring structure to complexity, maintain momentum across multiple searches, and ensure every interaction reflects the highest standard of professionalism. You will report to the Director, Executive Recruiting. This is a contract remote position in the United States.

Requirements

• 5+ years of experience in executive recruiting coordination, executive assistant, or business operations roles, ideally supporting VP+ or C-suite leaders.
• Experience supporting executive-level hiring processes or operating within executive search environments (in-house or retained search preferred).
• Proven ability to manage complex, high-volume workflows with multiple stakeholders and competing priorities.
• Expertise in calendar management, scheduling strategy, and coordination at scale across time zones.
• Strong systems thinking and a track record of improving processes and building scalable ways of working.
• Executive-level communication skills—clear, concise, and confident in both written and verbal interactions.
• Exceptional attention to detail and follow-through, even under tight deadlines and high-pressure situations.
• High degree of ownership, accountability, and ability to operate independently with sound judgment.
• A proactive, tech-forward approach and curiosity about emerging tools, including AI and automation.
• High emotional intelligence and discretion when handling sensitive conversations, information, and stakeholders.
• Experience using AI and AI-related technologies, ready to thrive here.
• Apply AI every day to business challenges - improving efficiency, contributing solutions, and driving results for your team, our company, and our customers.
• Grow with AI by staying curious about new trends and best practices, and by sharing what you learn so others can benefit too.

Responsibilities

• Own executive search execution: Drive end-to-end operational execution of VP+ searches, including complex interview loops, scheduling strategy, and stakeholder coordination across global time zones
• Deliver a white-glove candidate experience: Ensure seamless, high-touch interactions with senior candidates, external partners, and internal executives throughout the hiring process.
• Partner to drive momentum: Work closely with executive recruiters to manage candidate progression, maintain alignment, and ensure forward movement across all stages of the search.
• Operate with foresight and judgment: Anticipate needs, remove friction, and proactively solve problems before they impact timelines or experience.
• Orchestrate high-stakes interactions: Coordinate executive interviews, debriefs, and confidential discussions with precision, discretion, and professionalism.
• Lead operational excellence across searches: Manage multiple concurrent executive searches with clarity, consistency, and attention to detail.
• Build and optimize systems: Improve workflows, documentation, and processes to increase efficiency, scalability, and consistency across executive recruiting.
• Leverage tools and automation: Utilize modern tools, including AI and automation, to streamline repeatable tasks and enhance team productivity.
• Protect confidentiality and trust: Handle sensitive business and personnel information with integrity, discretion, and sound judgment.
• Be the engine behind execution: Provide the operational rhythm and rigor that allows executives and recruiters to focus on strategy, decision-making, and closing top talent.

Benefits

• Total Rewards
• In addition to a great compensation package, paid time off, and paid parental leave, many Avalara employees are eligible for bonuses.
• Health & Wellness
• Benefits vary by location but generally include private medical, life, and disability insurance.
• Inclusive culture and diversity
• Avalara strongly supports diversity, equity, and inclusion, and is committed to integrating them into our business practices and our organizational culture. We also have a total of 8 employee-run resource groups, each with senior leadership and exec sponsorship.

What This Job Offers

• Career Level: Executive
• Education Level: No Education Listed