Recruiting Scheduler / Recruiting Coordinator

~~~This role is offered through [MSP/supplier/third party provider], who, if selected, will be your employer. If your services are retained, you will be assigned to provide services to Novartis as the end client. This is not an offer of employment with Novartis. If you are selected for this Temporary/External opportunity, you will not be an employee of Novartis and will not be eligible for any Novartis employee benefits or incentives. ~~~

Novartis touches the lives of a tenth of the world’s population. Every role here, regardless of contract type, makes an impact on human life!

Novartis US partners with external managed service provider Magnit Global to offer engaging temporary contractor opportunities like this, to those who are looking for flexibility in their career while looking to gain new skills and experiences providing services to an inclusive global medicines company. Click here to learn more about Magnit www.magnitglobal.com

Ready to work with/through Magnit at Novartis? Please read on...

Recruiting Scheduler / Recruiting Coordinator

We are seeking a highly organized and detail-oriented Recruiting Scheduler / Recruiting Coordinator to support the Talent Acquisition team with high-level interview scheduling and coordination. This role will be responsible for managing complex calendars, coordinating interviews with senior leaders and C-level executives, maintaining accurate documentation, and ensuring a smooth candidate and stakeholder experience throughout the recruitment process.

The ideal candidate will have strong communication skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

· Coordinate and schedule interviews across multiple time zones, including meetings with senior leaders and C-level executives.

· Manage complex calendars and ensure availability is accurately reviewed before confirming interview schedules.

· Communicate professionally with candidates, hiring managers, recruiters, executives, and internal stakeholders.

· Send interview confirmations, with relevant interview documents, calendar invites, agendas, and follow-up communications in a timely manner.

· Maintain accurate candidate and interview documentation in internal systems and tracking tools.

· Update and manage spreadsheets, reports, and trackers using Microsoft Excel.

· Support recruitment process coordination, including candidate status updates, feedback follow-ups, and interview logistics.

· Ensure a positive candidate experience by providing timely updates and clear communication.

· Partner closely with recruiters and hiring teams to resolve scheduling conflicts and last-minute changes.

· Maintain confidentiality when handling sensitive candidate, employee, and executive information.

· Assist with process improvements and administrative support within the Talent Acquisition function as needed.

Required Qualifications:

· Previous experience as a Recruiting Coordinator, Recruiting Scheduler, HR Coordinator, Administrative Assistant, or similar role.

· Experience managing calendars and scheduling meetings with senior-level stakeholders across multiple Time Zones..

· Strong proficiency in Microsoft Outlook, Microsoft Excel, and other Microsoft Office tools.

· Ability to manage high-volume scheduling and shifting priorities with accuracy.

· Excellent written and verbal communication skills.

· Strong attention to detail and organizational skills.

· Ability to handle confidential information with professionalism and discretion.

· Comfortable working in a fast-paced and deadline-driven environment.

Preferred Qualifications:

· Experience supporting executive-level scheduling or C-level interview coordination.

· Intermediate Excel skills, including formatting, filtering, sorting, data entry, and maintaining trackers.

· Experience coordinating across multiple time zones.

· Prior experience in a corporate recruiting or talent acquisition environment.

Skills and Competencies:

· Calendar management

· Interview coordination

· Executive communication

· Documentation and tracking

· Microsoft Excel

· Attention to detail

· Time management

· Candidate experience

· Confidentiality

· Problem-solving

· Stakeholder management

Location: East Hanover, NJ (Remote)

Pay Rate: $35/hour - $40/Hour W-2 Only (based on Education/Experience)

Contract: 3-month (possible extension)

Health, dental, vision, 401k (provided minimum eligibility hours are met)

Why Novartis:

Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating, supporting and inspiring each other. Combining to achieve breakthroughs that change patients’ lives. Ready to create a brighter future together?

EEO Statement:

The Novartis Group of Companies are Equal Opportunity Employers. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status.

Accommodation:

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Magnit at [email protected].