Executive Recruitment HR Specialist

Job description

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. The Executive Recruitment HR Specialist serves as a critical partner in supporting the full executive recruitment lifecycle, ensuring seamless coordination and execution across high-volume, complex hiring processes. This role is responsible for sophisticated calendar management across senior leaders and candidates, orchestrating both in-person and virtual interview experiences with precision, and maintaining schedule integrity across multiple stakeholders and time zones. The Specialist delivers a high-touch candidate and stakeholder experience through proactive communication, real-time troubleshooting, and meticulous attention to detail. In addition to interview logistics, the role manages operational infrastructure, including maintaining and analyzing recruitment, financial, and operational reports using advanced spreadsheet tools. Key responsibilities also include coordinating legal review for third-party recruitment agreements, overseeing advertising workflows, supporting conference planning and logistics, and managing candidate travel. The role ensures accuracy, compliance, and operational efficiency across all processes while contributing to continuous improvement and scalability within executive recruitment operations. This highly execution-focused position partners closely with Recruiters, Executive Assistants, and hiring leaders to drive operational excellence, data integrity, and a polished, client-centered experience in a fast-paced, high-stakes environment. Job Description: The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required for this position. Role Responsibilities : Manage the complex, fast-paced, high-volume scheduling process for executive leaders, candidates, and recruiting teams across multiple time zones with precision, discretion, and exceptional attention to detail. Coordinate multi-step, multi-stakeholder interview processes, ensuring alignment across competing priorities Develop and distribute detailed interview itineraries and communications, material preparation, and calibrate feedback from interviews. Orchestrate end-to-end interview logistics, including virtual interviews, onsite visits, and candidate travel Administer virtual interview platforms (Teams/Zoom), including scheduling, setup, and real-time troubleshooting Serve as the primary point of contact during interviews, proactively resolving scheduling conflicts and technical issues. Partner closely with Executive Assistants, Recruiters, and hiring leaders to deliver a highly polished, customized candidate experience and ensure consistent execution. Maintain recruitment data, trackers, and reporting tools with a high degree of accuracy Produce recurring and ad hoc reports on recruitment activity, key metrics, and expenses Utilize Excel (e.g., formulas, pivot tables) to track and organize operational data Process financial transactions, including purchase orders, invoices, reimbursements, and expense tracking Support budget monitoring and expense reconciliation in partnership with leadership Assist with presentations, onboarding activities, and special projects as needed Monitors and maintains all relevant rosters and department lists. Completes special assignments and supports department-wide initiatives at the discretion of the VP. Identify and support process improvements to enhance efficiency and scalability Qualifications Bachelor’s degree required 3+ years of experience in HR, recruitment coordination, or operations; healthcare or corporate environment preferred Demonstrated experience managing high-volume scheduling and complex calendar coordination Experience supporting virtual interviews and troubleshooting technology platforms Core Skills & Competencies Exceptional organization and attention to detail in a fast-paced environment Strong communication and interpersonal skills, with the ability to work effectively with senior leaders and candidates Advanced proficiency in Microsoft Office (Excel required) Strong problem-solving and multitasking abilities High level of discretion and ability to manage confidential information Collaborative, proactive, and service-oriented mindset A passion for working in a mission-driven organization with a desire to learn and grow professionally. An engaging and collaborative team player with the ability to navigate within a large, matrixed system. A strong work ethic with a proven track record of personal accountability and follow-through. Detail-oriented with excellent communication, interpersonal, and time management skills. Pay Range: $75,000.00 USD - $90,000.00 USD The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger. Equal Opportunity Employer/Veterans/Disabled