RECRUITMENT ASSISTANT JOB DESCRIPTION

Most professionals picture recruitment as a front-facing function. Behind every accepted offer is a structured pipeline: requisitions tracked, interviews scheduled across time zones, ATS records kept current, and candidates informed at every handoff. Recruitment Assistants own that operational layer. In corporate environments and RPO engagements, this role supports Talent Acquisition teams managing concurrent open requisitions, often across domestic and international markets, against tight time-to-fill targets. The work demands speed, accuracy, and a candidate-first orientation in equal measure.

As the Recruitment Assistant, you manage the scheduling, ATS administration, and candidate communications that keep concurrent hiring pipelines on track, ensuring each applicant moves efficiently and has a clear experience from first contact through the offer stage. You sit within a Talent Acquisition or People team, partnering daily with hiring managers and HR leads while occasionally coordinating with external search firms or RPO partners across multiple markets.

Career Impact: Managing high-volume requisition queues across domestic and international markets builds the sourcing, screening, and ATS fluency that TA Coordinators and full-cycle Recruiters depend on.

Business Impact: Accurate candidate records, timely interview confirmations, and prompt status updates keep offer acceptance rates stable and prevent costly delays in filling business-critical roles.

Growth Opportunity: Regular exposure to Boolean sourcing, pre-screening, and onboarding coordination gives you a concrete path toward a Talent Acquisition Coordinator or junior Recruiter role within 12 to 18 months.

• Schedule and coordinate interviews across hiring teams and candidates, managing calendar conflicts and time-zone requirements to maintain pipeline velocity.
• Maintain and update the applicant tracking system daily, ensuring candidate records, application statuses, and feedback notes reflect current progress accurately.
• Screen incoming resumes against role-specific criteria and deliver qualified shortlists to hiring managers and HR leads for review.
• Conduct initial phone pre-screenings to assess candidate availability, eligibility, and basic qualifications before advancing to the interview stage.
• Post and monitor job advertisements across relevant job boards and career portals, refreshing listings and flagging underperforming postings.
• Coordinate background checks, right-to-work verifications, and pre-employment documentation for candidates progressing toward the offer stage.
• Support new hire onboarding by preparing induction materials, tracking required paperwork, and liaising with hiring managers on orientation logistics.
• Generate recruitment activity reports and pipeline summaries to support TA leadership decisions on sourcing strategy and prioritization.

• Bachelor's degree in Human Resources, Business Administration, Psychology, or equivalent work experience.
• 1 or more years of experience in a recruitment, HR administrative, or talent acquisition support role, with demonstrated ability to manage multiple concurrent requisitions.
• Proven ability to maintain accurate records and manage high-volume candidate workflows with consistent attention to detail.
• Strong written and verbal communication skills, with the ability to adjust tone appropriately for candidates, hiring managers, and senior stakeholders.
• Solid organizational and time management skills, including the ability to prioritize competing deadlines without supervision.
• Demonstrated comfort working with applicant tracking systems, HR databases, or other structured workflow platforms.
• Familiarity with sourcing and screening practices, including job board posting, resume review, and phone pre-screening protocols.

• Experience in an RPO, staffing agency, or multi-site recruiting environment handling both domestic and international requisitions.
• Exposure to Boolean search techniques, LinkedIn Recruiter, or structured sourcing methodologies for passive candidate identification.
• Working knowledge of background check processes, right-to-work compliance requirements, or pre-employment assessment administration.
• Prior experience compiling recruitment metrics, pipeline reports, or TA dashboards for leadership review.

• Time-to-fill per requisition, measuring scheduling and coordination efficiency across concurrent open roles.
• ATS data accuracy rate, tracking completeness and currency of candidate records and status updates.
• Interview-to-offer conversion rate, reflecting quality of pre-screening and shortlist accuracy provided to hiring managers.
• Candidate response rate within 24 hours, measuring timeliness of communications across active pipeline stages.
• Onboarding documentation completion rate before start date, reflecting coordination effectiveness at offer stage.
• Typical tools: applicant tracking systems (commonly Greenhouse or iCIMS); scheduling and communication platforms (commonly Outlook, Google Calendar).

• Base Salary Range: $38,000 – $52,000 annually, depending on experience and market
• Bonus: Discretionary performance bonus; typically 3–5% of base
• Equity: Not typical at this level; occasionally offered at tech-forward employers
• Health Benefits: Medical, dental, and vision coverage; employer contributions vary
• PTO: 10–15 days annually, plus standard federal holidays
• Common Perks: Hybrid or remote scheduling flexibility; professional development stipend; employee referral bonus

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment is contingent on successful completion of a background check in accordance with applicable law. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the hiring process upon request. Candidates must be authorized to work in the United States.

The Recruitment Assistant delivers end-to-end candidate support by contacting qualified participants to schedule interviews, administering employment assessments, and coordinating applicant tracking across web-based systems. Working within a member services environment and reporting to management, this role enables hiring teams to efficiently move candidates from initial screening through to placement.

Key Responsibilities

• Contact qualified participants to schedule employment interviews and provide required links and information.
• Follow up with recruiters on interview results.
• Conduct applicant phone screenings.
• Respond to client requests regarding employment status, including acceptance and rejection notifications.
• Administer employment assessments.
• Serve as backup support to member service functions and verify member eligibility using eligibility and enrollment information.
• Respond to inquiries by phone, in person, and through email.
• Sort resumes according to employment goals and distribute to job service coordinators.
• Access web-based applicant tracking applications to assist candidates in uploading credentials and scheduling intake sessions.
• Participate in recruitment efforts, including job fairs and training and employment events.

Required Qualifications

• High school diploma or GED required; college degree preferred.
• Minimum one year of relevant customer service experience in an educational, health care, union, or general service institution required.
• Human resources experience preferred.
• Basic proficiency in Microsoft Word required; Microsoft Excel proficiency preferred.
• Bilingual in Spanish preferred.
• Strong interpersonal, organisational, written, and verbal communication skills.
• Ability to work independently and as part of a team.

Embedded within a busy recruitment function, the Recruitment Assistant manages day-to-day recruitment administration by logging application details, advertising vacancies on external job boards, and ensuring candidate applications are handled within agreed timescales and in compliance with data protection requirements. Working closely with consultants and stakeholders, this role keeps recruitment workflows current and supports the ongoing improvement of recruitment procedures and processes.

Core Functions

• Manage the day-to-day recruitment administration process.
• Respond to telephone calls and requests professionally and proactively.
• Act as a resource by offering support and advice to stakeholders.
• Log application details accurately in both electronic and hard copy format, keeping the database current and up to date.
• Use external job boards to advertise vacancies and source relevant candidates.
• Manage advert responses and liaise with candidates.
• Ensure candidate applications are managed professionally, within agreed timescales, and in compliance with data protection requirements.
• Chase missing information from applicants to progress applications in a timely manner.
• Maintain an effective and efficient service at all times.
• Contribute to the ongoing improvement and development of recruitment procedures and processes.
• Triage emails received via the service desk and allocate to the appropriate consultant.
• Add placement requests to team databases.

Qualifications & Experience

• Ability to deal with a variety of stakeholders.
• Strong communication skills.
• Strong administration and organisational skills.
• Good time management skills.
• Excellent telephone manner.
• High attention to detail.
• Ability to work from a designated office location.

Reporting to the recruitment team, the Recruitment Assistant owns candidate database management by tracking applications, coordinating interviews, and overseeing contractor onboarding and placement processes across multiple regions. Partnering with hiring coordinators and team members, this role sustains recruitment continuity and enables accurate reporting on candidate activity and data handling throughout the hiring cycle.

Primary Duties

• Track applications and maintain the candidate database.
• Coordinate and arrange interviews.
• Keep candidates updated throughout the recruitment process.
• Provide statistics on candidate activity.
• Support graduate recruitment bookings and activities.
• Manage the consultant contractor onboarding and placement process.
• Manage and respond to queries through the recruitment administration inbox.
• Ensure all employee data is processed and handled in a confidential and sensitive manner.
• Provide holiday and absence cover for the recruitment team across multiple regions.
• Provide ad hoc support on tasks and new projects for the recruitment team as required.

Skills & Qualifications

• Experience in an administrative role desirable.
• Strong interpersonal, presentation, and communication skills.
• Excellent organisational skills with close attention to detail.
• Ability to remain proactive and calm in a fast-paced environment.
• Commercially focused with an innovative approach.
• Ability to manage multiple projects and work well under deadlines.
• Ability to maintain confidentiality.
• Good working knowledge of Microsoft Office programs.

Sitting at the intersection of recruitment operations and digital communications, the Recruitment Assistant shapes content delivery by drafting newsletters, maintaining CRM systems, creating Excel-based data analyses of recruitment activities, and contributing editorial input to websites and social media channels. Operating across economics, business, and communication sciences contexts, this role supports the organisation's talent attraction and stakeholder engagement outcomes.

Duties

• Draft digital newsletters.
• Maintain and update the CRM system.
• Provide editorial input for websites.
• Provide input for various social media channels.
• Create brief data analyses of recruitment activities in Excel.

Requirements

• Currently enrolled in a third-year or master's programme in economics, business, or communication sciences.
• Affinity with creative copywriting.
• Prior experience working with CRM systems.
• Ability to quickly familiarise yourself with new software programmes.
• Proficiency in English with excellent writing skills.
• Strong communication skills with the ability to present programme information effectively.

A key member of the global recruitment team, the Recruitment Assistant builds and maintains a strong candidate pipeline by screening candidates, managing applicant tracking system records, and creating and monitoring job adverts across multiple databases. Collaborating across departments and reporting to the Global Recruitment Manager, this role enables the organisation to meet recruitment demand and deliver a first-class candidate experience within a banking, software, or financial services hiring context.

Functions

• Work alongside the global recruitment manager to manage recruitment demand and candidate supply.
• Carry out candidate screening interviews by phone and in person.
• Maintain the candidate CV database and records.
• Create job adverts and post them to relevant job boards, monitoring listings to ensure they remain current and relevant to specific hiring needs.
• Keep candidates updated on application progress and provide interview feedback on time.
• Manage candidate activity and status on the applicant tracking system as candidates progress through the process.
• Search across multiple job databases for candidates.
• Arrange interviews, send invitations, and liaise with line managers on general recruitment administration tasks.

Experience & Qualifications

• Minimum one year of recruitment experience in an agency or in-house environment preferred.
• Fluent in written and spoken English.
• Excellent telephone manner.
• Strong Microsoft Office skills, including Word and Outlook.
• Some exposure to recruiting within banking, software, or financial services industries desirable.
• Working knowledge of LinkedIn desirable.
• Ability to work in a fast-paced, multicultural, and dynamic environment.
• Passion for providing a first-class service to candidates and internal managers.

Delivering seamless candidate journeys across local and global time zones depends on the Recruitment Assistant, who schedules high volumes of interviews, coordinates assessment mornings, maintains the applicant tracking system, and manages the full recruitment mailbox across a global professional services environment. Based within an in-house recruitment function and working closely with executive assistant teams and ICT, this role ensures interviewers, assessors, and candidates receive timely briefings, materials, and feedback throughout every hiring process.

Accountabilities

• Coordinate end-to-end interview processes directly with candidates and, on occasion, via agencies and executive search firms.
• Maintain proactive and reactive contact with candidates throughout the day via email, phone, and in person to gather availability and any requirements, including travel or access support.
• Liaise regularly with executive assistant teams to build and fine-tune interview schedules.
• Work alongside the recruitment team to put forward proposed interview schedules and prompt interviewer briefings.
• Schedule a high volume of interviews, send calendar invitations, track responses, and manage both local and global time zones.
• Provide administrative support to assessment mornings, including sending invitations, tracking responses, liaising with candidates, booking rooms, and preparing materials.
• Liaise with internal ICT and front-of-house teams to book meeting rooms and arrange technical support.
• Coordinate recruitment written and analysis tasks both in the office and online.
• Ensure interviewers and assessors receive relevant briefing documents before interviews and assessments, and collate feedback afterwards.
• Manage the recruitment mailbox, responding to and sharing correspondence as appropriate across different time zones.
• Maintain accurate candidate records, including updating the applicant tracking system with CVs and feedback.
• Proactively seek and collate feedback notes.
• Maintain weekly recruitment reports and pipelines, and respond to ad hoc recruitment data requests using MS Excel, MS Word, and the applicant tracking system.

Position Requirements

• Previous office experience with strong administrative skills, ideally gained within a global professional services or client-facing environment.
• Previous experience in complex scheduling and managing fast-moving diaries, ideally in a global function.
• Proven track record of and commitment to impeccable internal and external client service.
• Proven experience in a fast-paced, dynamic environment with a large and highly variable workload.
• Excellent organisational skills with the ability to plan, prioritise, and forward-plan tasks against tight and longer-term deadlines.
• Excellent interpersonal and presentation skills with the ability to build warm, highly professional relationships quickly.
• Excellent verbal and written communication skills, with the ability to adapt tone appropriately for internal and external audiences.
• Flexible operating style with comfort liaising with candidates and the business outside of core hours as required.
• Ability to manage conflicting priorities and adjust accordingly, with an unflappable and patient nature.
• Strong can-do attitude with the willingness to offer support readily and think beyond immediate tasks to provide solutions.
• Extremely close attention to detail and accuracy.
• Strong working knowledge of MS Outlook, MS Word, and MS Excel, with the ability to produce documentation at pace.
• Previous experience using recruitment or HR systems highly beneficial.

As the Recruitment Assistant, this role serves as the initial intake processor for individuals interested in ADRC research participation, pre-screening potential participants by phone, reviewing medical records in accordance with HIPAA practices, and collaborating with research coordinators to match participants to currently enrolling studies. The research team relies on this work to maintain thorough documentation of the recruitment process, prepare study materials and mailings, and ensure timely bilingual communication with Spanish-speaking participants and study partners.

Activities

• Serve as the initial intake processor for all incoming contacts from individuals interested in research participation, providing general study descriptions and requirements to educate participants, gauge interest, and determine eligibility.
• Ensure timely communication is maintained with research participants by study teams.
• Complete pre-screening of potential participants over the phone to evaluate eligibility for currently enrolling studies.
• Request and review medical records in accordance with HIPAA practices.
• Ensure all information required to pre-screen potential participants is obtained while adhering to HIPAA requirements.
• Collaborate with research coordinators and study teams to ensure thorough understanding of study requirements and eligibility criteria to present information accurately to interested participants.
• Collaborate with research coordinators as needed to navigate questions related to appropriate matching of participants to available studies.
• Communicate with potential participants and study partners in a timely manner regarding eligibility status and progress through the pre-screening phase.
• Update recruitment databases and ensure documentation and tracking of the recruitment process.
• Prepare recruitment materials and mailings, and ensure adequate supply of materials is available for study teams, participants, and relevant work groups.
• Draft basic research study summaries for posting in engagement newsletters.
• Orient study team members to the recruitment and eligibility database and provide recruitment assistance at relevant research recruitment meetings.

Knowledge Skills & Abilities

• Bachelor's degree or equivalent work experience.
• Bachelor's degree in a health-related field preferred.
• Previous experience in clinical research support.
• Full fluency in Spanish and English, as demonstrated through a bilingual interview process.
• Working knowledge of medical terminology in both English and Spanish, including common medical conditions and medications.
• Demonstrated ability to meet target goals and outcomes.
• Good attention to detail and organisational skills.
• Strong written and verbal communication skills.
• Ability to meet timelines and goals within a team environment.

Recruitment Assistant leads full-cycle coordination of the applicant tracking system from initial to final interview, supporting talent acquisition leads through resume screening, candidate outreach, scheduling, and recruitment reporting across a high-growth global organisation. Success in the position means managing a variety of vacancies with strong prioritisation, serving as the primary candidate point of contact, and contributing to a positive experience for candidates across diverse, international teams.

Operational Focus

• Coordinate the full cycle of the recruitment process in the applicant tracking system from initial to final interview for respective job functions.
• Work closely with talent acquisition leads to understand specific search requirements and successfully screen candidate resumes and applications.
• Manage and update the applicant tracking system on a daily basis.
• Serve as the point of contact for candidates to help move them through the interview process, including scheduling, outreach, and facilitating questions.
• Learn about position needs and identify potential candidates through resume screening.
• Pull recruitment reports as needed to support searches and the talent acquisition leadership team.
• Manage a variety of vacancies with strong prioritisation and multitasking.

Professional Experience

• Previous experience in a fast-paced human resources, administrative, or talent acquisition position preferred.
• Customer-centric mindset with a focus on creating a positive candidate experience.
• Excellent attention to detail, priority management, and organisational skills.
• Ability to work under deadlines and manage a varied and busy workload.
• Proactive team player with strong problem-solving skills and an agile approach.
• Passion for working in diverse, international teams with flexibility across different time zones.
• Willingness and ability to learn quickly, with comfort in asking questions.
• Excellent written and verbal communication skills with the ability to adapt style to different audiences.
• Fluent in written and spoken English.

The Recruitment Assistant produces end-to-end recruitment support across a multi-site hospitality environment by screening CVs, liaising with candidates via phone, SMS, and email, and building local talent pipelines in close coordination with restaurant management teams. Working within a hospitality recruitment function, this role advances hiring outcomes by organising recruitment events, maintaining vacancy trackers, gathering post-trial feedback, and ensuring best-practice candidate management across multiple sites.

Key Deliverables

• Send candidates application updates, including interview confirmations, and respond to candidate queries.
• Assist with managing applications and updating careers pages and job boards.
• Assist with telephone pre-screening interviews and shortlisting of candidates.
• Liaise with candidates to arrange interviews and trials via phone, SMS, and email.
• Message candidates before interviews to ensure attendance.
• Liaise with restaurant management teams to gather post-trial and post-interview feedback.
• Ensure feedback and next steps are communicated effectively to candidates.
• Carry out CV database searches.
• Organise and support recruitment events and open days.
• Ensure vacancy trackers are updated.
• Work closely with restaurant management teams on best-practice recruitment, including building local attraction, candidate management, and developing a talent pipeline.

Education & Experience

• Previous recruitment experience within the hospitality sector.
• Experience within a multi-site hospitality or restaurant environment.
• Experience with people management systems and applicant tracking systems, ensuring accurate data entry to support well-informed recruitment decisions.
• Highly organised, efficient, and detail-oriented.
• Advanced skills in Excel, Word, and PowerPoint.
• Ability to work autonomously and as part of a team.
• Focused and resilient with the ability to maintain performance during busy periods.
• Enthusiastic, proactive, trustworthy, and discreet.
• Excellent written and spoken English.

Embedded within a small and busy People team, the Recruitment Assistant develops the full hiring lifecycle by managing job boards, overseeing CV screening and phone interviews through to offer stage, and owning the onboarding process for new starters, including right-to-work checks and inductions. Working closely with the people team to review recruitment strategies, this role advances day-to-day HR operations through employee letter management, probation administration, and support across the leaver process in a hospitality or catering environment.

Areas of Ownership

• Compile job adverts and job descriptions, and manage job boards.
• Manage the hiring process from CV screening and phone interviews through to interview setup, trial shifts, and offer stage.
• Produce weekly recruitment update reports.
• Work with the people team to review recruitment processes and strategies.
• Own the onboarding process for new starters.
• Manage pre-employment right-to-work checks.
• Support and facilitate new starter inductions.
• Administer employee probation and check-in reviews.
• Manage the employee leaver process.
• Support HR communication through employee letters and documents.
• Assist with day-to-day operations of the people team.

Background & Experience

• Recruitment experience, preferably in the hospitality or catering industry.
• Experience in a similar role within a fast-paced environment.
• Good working knowledge of HR processes.
• Strong IT skills with strong written and verbal communication skills.
• Ability to build relationships with people at all levels.
• Strong team ethic with the ability to work independently.
• Comfortable adapting to change and calm under pressure.

Reporting to the HR officer and hiring managers, the Recruitment Assistant develops a well-managed candidate pipeline by screening candidates through background checks, posting and monitoring job advertisements, maintaining the candidate database, and supporting the onboarding process with document preparation and orientation coordination. Partnering with university relations and HR stakeholders, this role supports informed hiring decisions by analysing recruitment processes and staying current with HR market practices and trends.

Role Responsibilities

• Screen candidates by performing background checks and verifying qualifications and experience.
• Assist in preparing and posting job advertisements.
• Perform recruitment duties, including scheduling interviews, updating calendars, answering phone calls, and monitoring emails.
• Maintain relationships with universities and participate in recruitment events such as job fairs and presentations.
• Follow up on the interview process status and provide shortlists of qualified candidates to the HR officer and hiring managers.
• Maintain the candidate database and follow up with candidates throughout the recruitment process.
• Assist successful candidates with the onboarding process, including preparing documents and coordinating orientation agendas.
• Analyse the recruitment process and identify areas for improvement.
• Stay informed of current HR market practices and trends.

Required Qualifications

• Bachelor's or master's degree in human resources or a related field.
• Excellent record-keeping, organisational, and written and verbal communication skills.
• Ability to work under pressure and meet tight deadlines.
• Strong proficiency in Microsoft Office.
• Strong ethics and reliability.
• Full professional proficiency in English.
• Basic proficiency in French required.

Sitting at the intersection of talent sourcing and recruitment administration, the Recruitment Assistant oversees full-cycle hiring coordination by screening resumes against client requirements, conducting initial phone interviews, maintaining and updating the applicant tracking system, and arranging interview schedules across social networks and recruitment platforms. Operating across a talent acquisition department that depends on accurate pipeline management, this role sustains a strong talent pool for open roles and supports the recruitment team with clerical and research functions.

Job Functions

• Understand ongoing hiring needs and establish the right sourcing mix to generate a strong talent pool for open roles.
• Screen and select resumes against client requirements.
• Reach out to target talent via social networks and recruitment platforms.
• Conduct initial screening and phone interviews.
• Arrange and send interview schedules to candidates.
• Support the recruitment team with clerical duties.
• Maintain and update the applicant tracking system.
• Assist in researching additional job posting options.

Qualifications & Experience

• Bachelor's degree in psychology, marketing, or an equivalent field.
• Minimum one year of experience as a recruiter; applications from fresh graduates encouraged.
• Familiarity with hiring practices and stages.
• Sourcing experience using social media and job portals preferred.
• Familiarity with Office 365, Zoom, and Outlook Calendar preferred.
• Excellent English communication skills.
• Strong attention to detail with good problem-solving ability.
• Ability to work independently.

A key member of the talent acquisition department, the Recruitment Assistant coordinates high-volume hiring activities by preparing and posting job advertisements, screening resumes, scheduling interviews, processing background checks, and managing candidate records and onboarding documentation. Collaborating across hiring teams and reporting to recruitment leadership, this role sustains accurate database management and supports efficient end-to-end hiring outcomes across multiple simultaneous roles in the US market.

What You'll Do

• Coordinate hiring activities.
• Undertake clerical duties, including answering emails and drafting offer letters.
• Prepare and post job advertisements online.
• Assist with resume screening.
• Schedule interviews and maintain calendars for all hiring teams and candidates.
• Process background checks.
• Maintain the candidate database and handle records and paperwork.
• Assist with new hire onboarding, including preparing documents and coordinating orientation agendas.

Skills & Qualifications

• One to two years of recruiting experience, including management of multiple high-volume roles simultaneously.
• Minimum one year of experience recruiting in the US market; RPO experience is a plus.
• Familiarity with applicant tracking systems and resume databases.
• Experience with sourcing techniques, including Boolean and Google X-ray search.
• Understanding of employee referral programmes.
• Excellent verbal and written communication skills.
• Sound judgement with strong attention to detail.
• Ability to work with minimal supervision.

Day-to-day workforce compliance depends on the Recruitment Assistant, who manages interview coordination and new employee onboarding, tracks visa status and employee work rights, maintains filing and document systems, and liaises with management, supervisors, and labour hire parties. Based within a fast-paced office environment and working as part of a large onsite team, this role supports accurate employee record management and ensures timely communication with employees across a range of administrative and HR functions.

Day-to-Day Responsibilities

• Conduct interviews and oversee the onboarding of new employees.
• Prepare employment and induction packs.
• Liaise with management, supervisors, and labour hire parties.
• Track visas and monitor employee work rights.
• Manage filing, archiving, printing, scanning, and saving of documents.
• Communicate with employees to obtain copies of required documents.
• Upload employee records to database systems.
• Perform data entry and prepare meeting minutes.
• Answer phone calls, prepare mail, and carry out general administrative duties as required.

Requirements

• Experience in a fast-paced office environment.
• Prior experience in human resources or a similar role preferred, including recruitment and visa tracking experience.
• Intermediate Microsoft Office skills, including Excel.
• Strong communication skills with the ability to engage professionally with people from a wide variety of backgrounds.
• Ability to work as part of a large onsite team.

As the Recruitment Assistant, this role coordinates applicant intake and pre-employment processing by welcoming scheduled and walk-in applicants, scheduling interviews, administering pre-employment tests, and managing background checks and medical exams within a structured hiring environment. The HR team relies on this work to assemble new hire packages, support orientation programmes, and maintain accurate employee files and data entry across all phases of the recruitment process.

Scope of Work

• Welcome scheduled and walk-in applicants.
• Assist applicants and address inquiries throughout all phases of the recruitment process.
• Schedule interviews and coordinate and administer pre-employment tests.
• Manage pre-employment background checks and medical exams.
• Assemble new hire packages and assist with orientations.
• Input employee data and maintain employee files.

Experience & Qualifications

• One to two years of administrative experience in a fast-paced environment.
• Basic knowledge of sourcing and recruitment.
• HR experience considered an asset.
• Excellent communication and presentation skills with strong attention to detail.
• Strong analytical and customer service skills.
• Ability to work independently and as part of a team.
• Dynamic and proactive with a passion for learning and adapting to change.
• Ability to listen and maintain patience during difficult situations.
• Ability to interact effectively with employees at all levels and with people from diverse backgrounds.

Recruitment Assistant oversees the complete selection process from the initial stage through to offer, managing vacancies across multiple portals, conducting telephone, face-to-face, video, and group dynamic interviews, and preparing candidate reports and feedback for the organisation's most important clients. The work directly supports the Recruiting Manager and relies on strong command of Excel, Portuguese, and HR administration to ensure high-quality outcomes across all digital recruitment sources and administrative functions associated with the role.

Work Activities

• Manage complete selection processes from the initial stage through to offer.
• Publish vacancies on various portals and websites.
• Screen curricula vitae against role requirements.
• Conduct telephone, face-to-face, video, and group dynamic interviews.
• Prepare reports and feedback on each candidate and on the process overall.
• Manage digital recruitment sources.
• Carry out administrative functions associated with the role.

Position Requirements

• Degree in HR, industrial relations, law, business administration, sociology, psychology, or a related field.
• Minimum one to two years of experience in a similar position.
• Good command of Excel.
• Excellent verbal and written communication skills.
• Strong organisational skills with close attention to detail.
• Proactive with strong initiative and the ability to manage high workloads.
• High level of Portuguese required.