Recruiting & Administrative Coordinator

Recruiting and Administrative Coordinator - Activate Consulting

Overview:

Activate is the leading management consulting firm for the Entertainment, Media, Technology, and Internet industries. We help clients drive revenue growth, identify strategic opportunities, and position their businesses for the future. 

About the Role:

Activate seeks a Recruiting and Administrative Coordinator to join our New York office. This hybrid role (4 days in-office per week) supports recruitment and administrative functions. You will be reporting to the Chief of Staff and working closely with the Managing Partner and Chief Administrative Officer. In this role, you will play a crucial part in the full recruitment (talent acquisition) cycle; this includes sourcing candidates, conducting screening calls, scheduling interviews, and interfacing with leadership. Moreover, you will play a part in and support our onboarding program, event planning efforts, and administrative team. You will be an integral part of a fast-paced, growing organization. 

Key Responsibilities:Recruiting (75%)

• Lead and manage Activate’s talent acquisition program, including the campus recruiting program (e.g. strategy, timeline, career fair participation, and overall recruitment planning).
• Manage lateral hiring; working with external recruiters to coordinate the hiring process.
• Oversee the candidate screening process, including application reviews and screening calls.
• Serve as the company’s expert and manager of our ATS, JazzHR: managing scheduling, candidate communication, user access, workflows, and reporting.
• Maintain accurate recruitment pipeline data and candidate status updates within JazzHR.
• Act as the primary candidate contact, providing information on the application process, interview stages, and offer timelines.
• Build and maintain relationships with target college career services and faculty.
• Manage communications with external recruiters regarding hiring needs, candidate status updates, and interview coordination.
• Schedule and coordinate interviews between candidates, recruiters, and hiring managers.
• Maintain timely and professional communication with candidates including providing updates and answering inquiries. 
• Organize and attend on-campus recruiting events.
• Compile and distribute interview materials, track feedback, and provide hiring recommendations to the Managing Partner.
• Train internal team members on interview best practices, providing relevant resources.
• Help support and structure our onboarding program.
• Arrange travel and lodging for visiting candidates when needed.
• Draft and update job descriptions, ensuring accuracy in role requirements and compensation details, and post to relevant platforms.
• Identify opportunities to enhance the candidate experience and improve recruitment processes.
• Maintain and update recruiting and onboarding guides, resources, and procedures.
• Utilize data analytics to drive recruitment decisions and improve hiring strategies.
• Handle special projects as required in a timely and analytically correct manner. 

Administrative (25%)

• Plan and manage Activate’s social event calendar (for events ~once every 1-2 months), including vendor coordination and team participation.
• Support the Chief of Staff and Chief Marketing Officer with administrative tasks (travel and event planning, contact organization, sending event invites, etc).
• Assist in key initiatives, such as the distribution of Activate’s Annual Technology & Media Outlook.
• Assist with daily office operations, including visitor reception, meeting preparation, package handling, catering, and providing backup for the Office coordinator.
• Coordinate with the administrative team regarding interview and meeting scheduling.

Qualifications: 

• Bachelor’s Degree and a minimum 2 years of experience in the Consulting/Technology recruiting field.
• Demonstrated experience in attracting talent on campus from prestigious top-tier institutions and experienced hires leveraging recruiting firms and other recruiting sources such as Linkedin. 
• Technologically proficient. Demonstrated familiarity with applicant tracking systems (e.g. Jazz), Apple laptop and software, Microsoft Office, Google Apps, Zoom, etc.
• Strong attention to detail and interest in leveraging data and analytics to drive decisions.
• Outstanding interpersonal and verbal/written communication skills with all levels of management.
• Ability to manage multiple tasks in a fast-paced environment. 
• Ability to work independently and as a team player.