Recruiting Coordinator

About the role

At Vannevar, hiring exceptional people is one of the highest-leverage things we do. We're competing for talent in a market where speed matters, and where a great candidate experience can make the difference between landing someone and losing them.

As our Recruiting Coordinator, you'll own the scheduling and logistics that keep our hiring process moving. You'll coordinate interviews across Engineering and Mission, work directly with recruiters and hiring managers, and make sure candidates have a consistently excellent experience from their first conversation through their final interview.

We’re a small team of ~200 mission-driven people, and hiring is one of our biggest priorities over the next year. This is a high-ownership role. You’ll work directly with our recruiters and engineering leadership, and you’ll have real influence on how interviewing works at Vannevar.

What you'll do

• Own end-to-end interview scheduling across recruiter screens, hiring manager screens, technical screens and case interviews, virtual onsite rounds, and final interviews
• Request candidate availability and match them to the right interviewers for each role and round
• Coordinate across busy calendars, including working directly with interviewers and their EAs to find time and move meetings when needed
• Send interviewer invites and candidate confirmations, and keep both sides informed of any changes
• Manage reschedules, last-minute changes and cancellations, and make sure no candidate falls through the cracks
• Proactively identify scheduling bottlenecks and resolve them before they delay a candidate's process
• Maintain pre-scheduled interview blocks and work with hiring managers to protect interview capacity
• Be the point of contact for candidates on interview logistics
• Partner with recruiters to prioritize urgent loops and keep the process moving quickly
• Keep scheduling data and interview records accurate in our ATS
• Support interviewer onboarding by scheduling shadow and reverse-shadow sessions
• Help us continuously improve our interview scheduling process as we scal

What we’re looking for 

• 1+ years of experience in recruiting coordination, executive assistance, or another calendar-heavy operations role
• Exceptional organization, attention to detail, and the ability to manage many concurrent processes without dropping the ball
• Strong written communication and a warm, professional tone with candidates
• Good judgment about when to move a meeting, when to escalate, and when to ask for help
• Experience with scheduling tools and calendar management; familiarity with Greenhouse and Outlook preferred
• Ability to work across Pacific and Eastern time zones when necessary
• Experience at a startup or high-growth company, technical recruiting, or defense / related industry

• Health, dental, and vision insurance
• Remote friendly with WeWork access
• Unlimited PTO, shared downtime during the federal holiday calendar, and company-wide off time at the end of each year
• 401(k) match
• Lifestyle & wellbeing stipends
• Salary top-up during military reserve duty
• Fully paid parental leave
• Child and pet care reimbursement during travel