Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems.

The Sr. Recruiting Coordinator – EMEA is an individual contributor responsible for providing high-level operational and administrative support to the Talent Acquisition function, with primary ownership of complex interview scheduling, candidate travel coordination, and recruiting operations across EMEA.

Essential Duties and Responsibilities

• Interview Coordination:
• Independently manage high-volume and complex interview scheduling across multiple countries and global time zones
• Coordinate complex calendars involving candidates, interview panels, hiring managers, executives, and other key stakeholders
• Arrange virtual and in-person interviews, including multi-stage and multi-day interview processes
• Anticipate scheduling constraints and proactively identify solutions to minimize delays and ensure an efficient hiring process
• Prepare and distribute accurate interview confirmations, calendar invitations, interview schedules, and relevant materials
• Manage last-minute scheduling changes and competing priorities with professionalism, urgency, and sound judgment
• Ensure interview details and candidate activity are accurately maintained within Talent Acquisition systems
• Partner with recruiters and hiring teams to determine effective scheduling approaches for complex or business-critical searches

• Candidate Travel & Logistics:
• Independently coordinate domestic and international candidate travel, including flights and accommodations
• Prepare and distribute detailed candidate itineraries and ensure candidates have the information necessary for a seamless interview experience
• Coordinate complex or time-sensitive travel arrangements across multiple EMEA locations
• Manage travel changes, cancellations, disruptions, and other unexpected issues while minimizing impact to candidates and interview teams
• Ensure candidate travel arrangements comply with applicable company travel policies and budget guidelines
• Partner with internal stakeholders and external vendors, as appropriate, to resolve travel and logistical issues
• Identify opportunities to improve candidate travel processes, documentation, and operational consistency

• Candidate Experience:
• Serve as a primary point of contact for candidates throughout the interview process, providing timely, professional, and high-touch support
• Deliver clear and proactive communication to candidates across multiple countries and time zones
• Anticipate candidate questions and logistical needs and proactively address issues that could affect the interview experience
• Ensure a consistent, organized, and positive candidate experience throughout all stages of interview coordination
• Exercise discretion and professionalism when supporting sensitive, confidential, executive, or business-critical searches
• Partner with recruiters and hiring teams to continuously improve the candidate experience

• Recruiting Operations Support:
• Maintain accurate, complete, and timely candidate and interview data within Applicant Tracking Systems and other Talent Acquisition tools
• Support recruiting metrics, reporting, audits, and operational tracking as needed
• Monitor coordination workflows and identify opportunities to improve efficiency, accuracy, scalability, and stakeholder experience
• Recommend and support implementation of improvements to scheduling, candidate travel, documentation, and recruiting coordination processes
• Develop and maintain recruiting coordination resources, documentation, templates, and standard operating procedures
• Support adoption of recruiting tools, processes, and operational best practices across the Talent Acquisition organization
• Serve as a knowledgeable resource for recruiting coordination processes and provide guidance to recruiters, coordinators, and hiring teams as needed
• Support onboarding and mentoring of recruiting coordinators or other Talent Acquisition team members, as appropriate
• Collaborate cross-functionally with Talent Acquisition, PX, Finance, hiring teams, and other business partners to support hiring initiatives
• Support special projects and evolving Talent Acquisition priorities as the organization scales

Basic Qualifications

• 5+ years of experience in recruiting coordination, Talent Acquisition operations, HR/PX operations, or a related role, including experience independently managing complex recruiting logistics
• Demonstrated experience coordinating high-volume and complex interview schedules across multiple countries, time zones, and seniority levels
• Experience managing complex calendars and interview logistics involving candidates, hiring managers, executives, and cross-functional stakeholders
• Experience coordinating domestic and international candidate travel, including flights, accommodations, ground transportation, itinerary changes, and travel disruptions
• Strong working knowledge of Applicant Tracking Systems, scheduling tools, and standard workplace productivity and collaboration platforms
• Demonstrated ability to independently prioritize competing requests, anticipate issues, and resolve complex scheduling and logistical challenges
• Strong organizational and project coordination skills with exceptional attention to detail and commitment to data accuracy
• Excellent written and verbal communication skills, with demonstrated ability to communicate effectively with candidates and stakeholders at all levels
• Demonstrated ability to exercise sound judgment and discretion when handling confidential and sensitive information
• Ability to operate effectively in a fast-paced, high-growth environment with changing priorities and deadlines
• Ability to collaborate effectively with globally distributed teams and support recruiting activities across EMEA business hours, as required

Preferred Qualifications

• 7+ years of experience in recruiting coordination, Talent Acquisition operations, or a related recruiting operations function
• Experience supporting Talent Acquisition within a high-growth technology, aerospace, defense, engineering, or similarly complex organization
• Demonstrated experience serving as a subject matter expert or senior resource for interview coordination, candidate logistics, or recruiting operations
• Experience supporting executive, highly specialized, high-volume, or business-critical hiring
• Experience identifying, developing, and implementing improvements to recruiting coordination processes and workflows
• Experience developing standard operating procedures, process documentation, templates, or other scalable recruiting resources
• Experience supporting recruiting activities across multiple EMEA countries and navigating regional differences in candidate logistics and hiring processes
• Familiarity with international travel requirements, visa documentation, and corporate travel policies
• Experience supporting recruiting metrics, reporting, data integrity, and operational tracking
• Experience onboarding, mentoring, or providing guidance to recruiting coordinators or other Talent Acquisition team members
• Experience working with modern Applicant Tracking Systems and recruiting technology ecosystems
• European languages proficiency is a plus