Job Description

Administrative Assistant

OtterBase is hiring a Administrative Assistant to support a high-volume recruiting function. This position is responsible for coordinating interview schedules, managing calendars, and ensuring a smooth experience for both candidates and hiring teams. The ideal candidate is highly organized, thrives in a fast-paced environment, and enjoys keeping multiple moving pieces on track.

Responsibilities:

• Coordinate interview schedules between candidates, hiring managers, and internal teams.
• Manage multiple calendars simultaneously while balancing changing priorities and scheduling conflicts.
• Serve as the primary point of contact for interview logistics and scheduling communications.
• Work closely with leaders, administrative partners, recruiters, and candidates to identify meeting times that work for all parties.
• Utilize Microsoft Teams, Outlook, and other scheduling tools to coordinate virtual and in-person interviews.
• Maintain clear, timely communication throughout the interview process to create a positive candidate experience.
• Handle a high volume of scheduling requests while ensuring accuracy and attention to detail.
• Adapt quickly to last-minute changes and proactively resolve scheduling challenges.

Requirements:

• 2-3 years of experience in an administrative, scheduling, recruiting coordination, or similar support role.
• Experience managing multiple calendars and coordinating meetings across several stakeholders.
• Strong working knowledge of Microsoft Outlook, Microsoft Teams, and other calendar management tools.
• Excellent organizational and time management skills with the ability to prioritize competing requests.
• Strong written and verbal communication skills with a polished, professional approach.
• Comfortable working with employees and leaders at all levels of an organization.
• Ability to remain organized and effective in a high-volume, deadline-driven environment.

Additional Information

Success in this role depends on your ability to juggle numerous interview schedules, candidates, and competing priorities at the same time while partnering with leaders across the organization. The majority of each day will be dedicated to coordinating candidate interviews during standard business hours (8:00 a.m. to 5:00 p.m.), requiring strong attention to detail, responsiveness, and consistency. Above all, this role plays a key part in delivering a seamless, positive experience for every candidate throughout the interview process.