Admin & Employee Experience Executive

Position Overview:

The Admin & Employee Experience Executive serves as the virtual front desk and first point of contact for US staffing candidates, employees, clients, and external stakeholders. This role plays a critical part in delivering a positive and professional experience by managing inbound communications, supporting recruitment activities, facilitating employee inquiries, and ensuring seamless interactions across the organization. The ideal candidate is customer-focused, highly organized, technologically savvy, and passionate about creating exceptional candidate and employee experiences.

How You Make a Difference: Responsibilities

• Serve as the primary point of contact for US inbound calls, emails, chat inquiries, and other communications related to employment opportunities, candidate support, and employee experience initiatives.
• Manage and respond to candidate inquiries regarding job openings, application status, interview scheduling, onboarding requirements, and company processes.
• Conduct follow-up communications with candidates throughout the recruitment lifecycle, ensuring a positive and engaging candidate experience.
• Guide job seekers through the company website, career portal, application process, and onboarding procedures.
• Connect candidates with recruiters, hiring managers, and internal stakeholders to ensure timely resolution of questions and concerns.
• Provide accurate information regarding job opportunities, hiring timelines, company policies, and recruitment procedures.
• Support employee experience initiatives by responding to administrative requests and directing employees to appropriate departments and resources.
• Assist with onboarding coordination, new hire communications, document collection, orientation scheduling, and employee engagement activities.
• Maintain accurate records of candidate and employee interactions within applicant tracking systems (ATS), CRM platforms, HRIS systems, and other internal databases.
• Collaborate with recruiting, HR, operations, and leadership teams to ensure exceptional service and timely follow-up on inquiries.
• Monitor shared inboxes, communication channels, and support queues to ensure prompt response times and service excellence.
• Assist with scheduling interviews, meetings, training sessions, and other employee or candidate-related activities.
• Support employee engagement programs, recognition initiatives, surveys, and internal communications efforts.
• Escalate complex issues appropriately while maintaining professionalism, confidentiality, and a solution-oriented approach.
• Identify opportunities to improve candidate and employee experiences through process enhancements and service improvements.
• Maintain a thorough understanding of company services, organizational structure, employment opportunities, and internal processes.
• Ensure all interactions reflect the company's values, professionalism, and commitment to exceptional service.

What You’ll Need: Qualifications

Education

• Bachelor’s degree preferred or equivalent blend of education and work experience in the staffing industry or other related industry.

Experience:  

• 2+ years of experience in customer service, employee experience, human resources, recruitment coordination, administration, front desk operations, or a related support role.
• Experience supporting candidates, employees, customers, or clients in a fast-paced, service-oriented environment.
• Prior experience working within US staffing, recruiting, HR, or professional services organizations is preferred.
• Experience managing high volumes of inquiries while maintaining professionalism and responsiveness.

Skills:  

• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience using Applicant Tracking Systems (ATS), CRM platforms, HRIS systems, and online job boards.
• Ability to navigate websites, candidate portals, communication platforms, and cloud-based business applications.
• Familiarity with scheduling software, virtual meeting platforms, and customer support systems.
• Strong data entry and record management skills with attention to accuracy and confidentiality.
• Experience leveraging AI-powered productivity and communication tools is a plus.
• Exceptional verbal and written communication skills with a professional and friendly demeanor.
• Strong customer service mindset and commitment to delivering an outstanding candidate and employee experience.
• Excellent organizational, administrative, and multitasking abilities.
• Strong interpersonal skills with the ability to build positive relationships across all levels of the organization.
• Ability to prioritize competing demands while maintaining accuracy and attention to detail.
• Self-motivated and capable of working independently in a virtual or hybrid work environment.
• High level of professionalism, discretion, and ability to handle confidential information appropriately.
• Strong problem-solving abilities with a proactive and resourceful approach to service delivery.