Program Coordinator/Administrator

Aston Carter•Palo Alto, CA

2d•$44 - $51•Onsite

About The Position

The Program Coordinator manages complex scheduling and interview logistics, supports high-volume recruiting activities, and maintains accurate documentation across teams. This role ensures a smooth and professional experience for candidates and stakeholders by coordinating interviews, preparing materials, and facilitating communication between recruiting and onboarding teams. The ideal hire thrives in a fast-paced environment, is highly organized, and uses tools such as Outlook and SharePoint to keep processes running efficiently.

Requirements

2–4+ years of experience in a coordinator or administrative role.
Advanced expertise in heavy calendaring and Outlook for scheduling and calendar management.
Experience supporting high-volume scheduling, including 20+ interviews per week, panel interviews, and tours.
Proficiency with calendaring software and Outlook for managing complex schedules.
Experience with SharePoint administration and documentation management.
Strong customer service mindset with a focus on candidate and stakeholder experience.
Ability to multitask and manage multiple priorities in a fast-paced environment.
Strong cross-functional communication skills across departments and teams.
Detail-oriented approach with strong documentation skills, especially within SharePoint.
Professional, polished, and personable demeanor when interacting with candidates and stakeholders.
Strong facilitation skills for managing interviews and ensuring smooth interview flow.
Accurate note-taking skills to support interview documentation and decision-making.
Systems-savvy approach, with comfort using Outlook, SharePoint, and documentation tools.

Nice To Haves

Proficiency with PowerPoint, including a creative eye for formatting and presentation.
Exposure to Excel and basic reporting tasks.
Experience with documentation systems beyond SharePoint.
Highly organized and proactive work style, with the ability to anticipate needs and issues.
Ability to juggle multiple priorities while maintaining accuracy and professionalism.
Strong stakeholder communication skills, with the ability to build trust and maintain positive relationships.
Polished, professional presence suitable for representing the organization to candidates and internal partners.
Comfort working in fast-paced, high-volume environments with changing needs.
Interest in roles that may extend or convert to longer-term opportunities.

Responsibilities

Manage heavy scheduling and calendar coordination using calendaring software and Outlook for interviews, meetings, and related activities.
Coordinate high-volume interview schedules, including individual and panel interviews, tours, and related logistics, supporting 20+ interviews per week.
Facilitate interviews by greeting candidates, managing interview flow, and ensuring that each participant follows the planned schedule.
Prepare interview materials, itineraries, and supporting documentation for candidates and interviewers.
Maintain and update SharePoint documentation, ensuring accurate, organized, and accessible records for recruiting and onboarding activities.
Collaborate cross-functionally with recruiting and onboarding teams to align schedules, share updates, and support hiring processes.
Provide professional, personable support to candidates to enhance the overall candidate experience.
Take detailed notes during interviews and candidate interactions to support hiring decisions and documentation requirements.
Manage multiple priorities simultaneously, adjusting schedules and plans as needed in a fast-paced environment.
Communicate clearly and consistently with stakeholders across departments to keep everyone informed of schedules, changes, and expectations.
Support occasional onboarding activities at additional locations as needed.