Executive Recruiting Coordinator

Headway•San Francisco, CA

23h•Remote

About The Position

Headway's mission is to fix the mental healthcare system by building a new system everyone can access. We started by solving the biggest barrier to care: insurance. The admin work - credentialing, claims, payment reconciliation - is a nightmare. We've automated that. Over 70,000 providers across all 50 states run their practice on our software, serving over 1 million patients. We are building the best tools for therapists to run their entire practice, reimagining the experience of finding a therapist, and investing in the platform foundations to enable this at scale. We aren't just a billing layer; we are becoming the platform where care actually happens. We're a Series D company with $325M+ in funding (a16z, Accel, GV, etc.), looking for exceptional people to help us achieve this mission. We want your time here to be the most meaningful experience of your career. Join us, and help change mental healthcare for the better. About the Role We're hiring an Executive Recruiting Coordinator to own the candidate experience end-to-end across all of our senior and executive level searches. In this role, you will operate as a strategic partner to our Executive Recruiters and Leadership team, ensuring candidates feel taken care of and have a truly remarkable experience interviewing with Headway. You’ll own complex scheduling across multiple senior stakeholders, manage high-touch candidate logistics and ensure we are providing a ‘white glove’ experience every time.

Requirements

2+ years coordinating executive or senior leadership searches before and understand what makes the candidate experience at that level different
Your scheduling record is near-perfect - you're the person who catches the timezone error, the double-booking, and the missing confirmation before anyone else notices
You can independently own a full portfolio of complex searches without daily direction - you know what needs to happen and you make it happen
You communicate with polish and precision - your emails to VP and C-suite candidates are clear, warm, and professional without being stiff
You think in systems - when something's inefficient, you don't just work around it, you fix it and document it so it doesn't happen again
You handle ambiguity and last-minute changes without losing your footing — executive schedules shift constantly, and you stay ahead of it

Responsibilities

Own interview scheduling end-to-end for all active senior level searches - managing complex, multi-timezone calendars across senior candidates, executives, and cross-functional interview panels
Serve as the primary coordination point of contact for executive candidates, delivering a warm, polished, and organized experience at every touchpoint
Maintain real-time accuracy in Greenhouse across all exec pipelines - candidate records, interview stages, and pipeline data
Build and own the operational playbook for executive coordination - confirmation cadences, prep material delivery, debrief logistics, to ensure the process is consistent and scalable
Partner closely with senior recruiters to proactively flag scheduling risks, resolve conflicts, and keep searches moving without interruption
Handle sensitive search details with discretion, representing Headway professionally in every interaction with candidates and hiring leaders

Benefits

Equity compensation
Medical, Dental, and Vision coverage
HSA / FSA
401K
Work-from-Home Stipend
Therapy Reimbursement
16-week parental leave for eligible employees
Carrot Fertility annual reimbursement and membership
13 paid holidays each year as well as a Holiday Break during the week between December 25th and December 31st
Flexible PTO
Employee Assistance Program (EAP)
Training and professional development