Talent Acquisition Coordinator

Summary:

At Vaxcyte, we are on a mission to protect humankind from the consequences of bacterial diseases through the development of high-fidelity vaccines. As we grow, we are looking for a Talent Acquisition Coordinator to join our collaborative, fast-moving Talent Acquisition team.

This is a high-impact, hybrid role for someone who delivers outstanding service to candidates, hiring managers, and interviewers alike, and who brings judgment to scheduling. You will coordinate interviews for roles across the company, partner closely with recruiters, hiring managers, interviewers, and our executive assistant team, and bring a proactive, solution-oriented mindset to everything you do. Depending on your experience, you will either take on complex interview schedules from the start or ramp into them over time.

If you are reliable, think in systems, look for ways to make the team’s work easier before being asked, and solve scheduling problems before they surface, we would like to meet you.

This is a full-time contract role, 40 hours per week, onsite in San Carlos, CA three days per week.

Essential Functions:

• Deliver a high level of customer service to every stakeholder in the process: candidates, hiring managers, and interviewers.
• Guide candidates through scheduling, from the first availability request through interview day, acknowledging every message and adding a personal touch.
• Coordinate interviews (virtual and onsite) for roles across the company, with the opportunity to take on complex schedules as you ramp.
• Claim each new scheduling request and follow that candidate to the end of the process; hand off cleanly when covering for a teammate.
• Acknowledge candidate availability the same business day and confirm schedules quickly once availability and interviewer responses are in.
• Partner closely with the executive assistant team to coordinate interviewer calendars and resolve conflicts.
• Schedule interview debriefs by default, placed on the calendar when the schedule is confirmed.
• Review each schedule for total length, interviewer order, breaks, and time zones before it reaches the candidate; push back with an alternative when a schedule will not work.
• Manage recruiting calendars, Teams and Zoom logistics, and conference room bookings; greet onsite candidates and ensure a welcoming experience.
• Coordinate candidate travel and process reimbursements.
• Log reschedules and cancellations in Greenhouse with source and reason; keep candidate records and activity current in Greenhouse as the system of record.
• Look for ways to improve workflows and give recruiters time back: spot recurring friction, bring forward solutions, and take on work proactively rather than waiting to be asked.
• Communicate early about blockers, needs, and time off so coverage is arranged and nothing drops.

Requirements: 

• Bachelor’s degree or equivalent experience.
• 1-3 years in a coordination or recruiting-support role; related or transferable experience is welcome (for example, office coordinator or administrative assistant).
• Experience with Greenhouse or another modern ATS a plus.
• Excellent written, verbal, and interpersonal communication, with the ability to interact confidently with all levels, including senior executives.
• A strong customer-service orientation and genuine care for the experience of candidates, hiring managers, and interviewers.
• A self-starter who is a natural problem-solver and troubleshooter, looks for ways to support the team, and wants to make an impact whether asked or acting on their own ideas.
• High attention to detail, strong time management, and organizational skills.
• Stays calm under pressure and juggles competing priorities.
• A collaborative, growth-oriented mindset and the ability to build repeatable, efficient workflows.