Executive Team & Talent Acquisition Coordinator

Chicago Sun-Times•Chicago, IL

3d•Hybrid

About The Position

Chicago Public Media is one of the nation’s largest local nonprofit news organizations, reaching over 3.3 million people weekly across broadcast, print, and digital platforms. As a mission-driven organization, they aspire to be the most trusted news source in Chicago. They are seeking a dynamic, well-organized, and tech-savvy Executive Team & Talent Acquisition Coordinator to join their fast-paced, collaborative environment. This role provides high-level administrative, operational, and coordination support to the Executive Team while also serving as a key partner to the Talent Acquisition function. The position blends executive support, cross-functional coordination, and candidate experience management, requiring exceptional judgment, discretion, and organizational skills. The ideal candidate is proactive, detail-oriented, and thrives in a fast-moving environment where priorities shift and excellence is expected. They will act as a trusted gatekeeper for executives and a seamless extension of the Talent Acquisition team.

Requirements

2+ years of experience in Talent Acquisition Coordination, Recruiting Operations, Executive Assistant, or similar roles.
Advanced calendar management and scheduling skills across multiple stakeholders.
Proficiency with calendar systems, video conferencing tools, and productivity platforms (e.g., Google Workspace or Microsoft Office).
Exceptional organizational and time-management skills with the ability to juggle competing priorities.
Excellent organizational, communication, and candidate-facing skills.
High level of professionalism, discretion, and emotional intelligence.
Strong written and verbal communication skills.
Ability to work independently, anticipate needs, and follow through consistently.
Strong operational mindset with excellent attention to detail.
Clear, candidate-facing communication skills and high professionalism.
Ability to prioritize effectively in fast-paced, deadline-driven environment.

Nice To Haves

Hands-on experience with Greenhouse or similar ATS platforms preferred.
Experience supporting recruiting or HR teams strongly preferred.

Responsibilities

Provide complex calendar management, scheduling, and logistics support for multiple executives, including internal meetings, external engagements, and travel.
Serve as a primary point of contact between executives and internal/external stakeholders, exercising sound judgment and confidentiality.
Prepare meeting materials, agendas, briefing documents, and follow-ups as needed.
Track action items, deadlines, and key deliverables across executive priorities.
Anticipate needs, proactively solve problems, and streamline administrative processes.
Coordinate interview scheduling across candidates and hiring managers.
Manage candidate communications to ensure a professional, timely, and welcoming experience.
Support logistics for recruiting activities including recruiting events.
Maintain accuracy in applicant tracking systems and related documentation.
Partner with the talent team to improve scheduling workflows, templates, and candidate experience processes.
Serve as the primary point of contact for candidates throughout the interview process, delivering a professional, inclusive, and responsive experience.
Support offer-stage logistics, including approvals, documentation, and coordination with HR.
Assist with onboarding coordination and handoff once offers are accepted.
Assist with planning and logistics for executive-led meetings, retreats, and company-wide events.
Support special projects for executives and the People and Culture team as needed.
Identify opportunities to improve efficiency, systems, and communication across supported functions.
Create, format and maintain high quality presentations supporting organizational initiatives and projects.