University of San Francisco

Recruitment Coordinator at Figma

Figma

Recruitment Coordinator

•Facilitated exceptional candidate experiences for all prospective candidates, both internal and external, throughout the interview process.
•Managed end-to-end coordination of candidate interviews, liaising with candidates, hiring managers, and internal recruiting partners.
•Oversaw the new hire pre-onboarding and onboarding process, ensuring clear communication with candidates and internal stakeholders.
•Actively participated in enterprise meetings such as Global Recruitment Touch Bases.
•Advocated for the adoption, usage, and maintenance of team ATS and CRM tools and systems.
•Prepared regular and ad hoc reports to support the recruitment process.
•Maintained high-quality work standards, demonstrating operational excellence and integrity.
•Paid close attention to detail in presenting and sharing information.
•Proactively and reactively managed tasks to ensure an excellent candidate and hiring leader experience.
•Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
•Demonstrated strong organizational skills, effectively prioritizing tasks in a dynamic environment.
•Maintained professionalism and focus in ambiguous environments, exhibiting proven leadership.
•Exhibited excellent written and verbal communication skills, conveying information clearly and concisely at all levels.
•Built and nurtured strong and productive relationships.
•Handled confidential information with discretion and maturity.

Gap Inc.

Senior Talent Acquisition Specialist (Global Supply Chain)

*Participated in and guided teams while fostering an environment of mutual trust
*Identified and assisted in managing the needs and expectations of the internal and external team
*Communicated appropriately and effectively with all levels and diverse cultures
*Demonstrated effectual presence through high-level, written and oral communication skills
*Project Management: Proactively managed projects to ensure smooth and high-quality outcomes while working on multiple assignments with differing priorities and abbreviated timelines that involved team members with varying communication and execution styles
*Scheduling of candidate/client meetings, ensuring that all parties were kept informed, and all details were confirmed and communicated
*Identified the various resources needed and available to deal with multi-dimensional tasks and putting together a realistic and achievable work plan
*Leveraged technology tools such as Outlook, the Microsoft suite of products, and a relational database to their fullest potential in a fast-paced environment, including: Used the calendar to schedule, track and notify people of meetings and changes to the consultant's schedule
*Updated a "trail" in the relational database by entering real-time feedback and search progress solicited from all members of the search team as well as clients and candidates
*Regularly communicated with team members (colleagues, clients, candidates) regarding expectations, deadlines and project status via face-to-face meetings, conference calls and e-mails
*Maintained flexibility to meet the changing demands and deadlines by identifying early warning signs of potential non-delivery, troubleshooting and requesting help

Spencer Stuart

Executive Assistant

I provided project and business administration support to the search team in all aspects of the search process including: document preparation and management, scheduling and planning of candidate and client interviews and meetings, accounts receivable and accounts payable, expense reporting, correspondence and file management. I was constantly problem-solving within the search execution and administrative process. 

*Responsible for the administration of the search process for all team search assignments
*Formatting, editing, proofreading, preparing and transmitting client deliverables
*Maintaining consultant calendar
*Preparing travel itineraries for the consultant, client or candidate in any part of the search process
*Support search team with account management and client relationships, including consultant expenses, client invoices/receivables and other financial reports 
*Create and maintain an efficient file management and follow-up system for all search processes 
*Maintain client and candidate communications through scheduling and prioritizing telephone and email communication
*Degree Verification for candidates
*Consistently build strong relationships and good rapport with candidates and clients. Maintained the accuracy, quality and integrity of all search information in the H&S database
*Maintained and develop job-related skills by attending Company learning programs and keeping up-to-date with job/industry-related reading 
*Maintained client, candidate and company-wide confidentiality
*Contributed to the team and office by providing back-up assistance to other Executive Assistants and support for general office operation

Heidrick & Struggles

Executive Assistant to Partner -  Big Data and AI Practice

Performed diverse, advanced and confidential administrative support functions including composing, signing and releasing routine but somewhat complex correspondence. Relieved management of administrative details; gathered, compiled and reported information relevant to/for department; managed a number of different and often conflicting objectives, projects/ activities at one time. Communicated with executives and line management to gather or convey relevant information. Involved in high-level client contact and exposure to sensitive information, used considerable tactics, diplomacy and judgment. Advanced administrative and analytical skills. Advanced knowledge of a variety of software programs. 

*Provided full support to two Vice Presidents and two Assistant Vice Presidents of Wealth Management on the Client Relationship team
*Completed expenses using Concur and managed corporate credit cards
*Planned meetings in various locations, assuring the delivery of food and set up of space from start to finish
*Generated verification of deposit letters for clients and created new account numbers for Loan Management accounts
*Maintained client profiles by providing Client Associates lists of core data elements and periodic data validation in order to avoid client account restrictions
*Managed Client Associate's supplemental compensation by maintaining agreements and inputting new agreements for Financial Advisers
*Prepared new hire documents and assisted with on-boarding new Client Associates
*Coordinator for Ergonomic requests and processing for San Francisco and the SC Market
*Handled the organization of Recall documents being sent off site per FINRA policy

Merrill Lynch

Administrative Assistant III

*Provided full administrative support to a partner, 2 Managing Directors, 2 Recruiting Directors and 1 Practice Specialist
*Coordinated meetings between candidates and clients throughout the recruiting process
*Extensive Calendaring Experience: Managed complex meeting schedules and travel itineraries for internal recruiting team using Concur portal and also coordinated candidate interview with clients
*Full CRM applicant tracking: Provided interview itineraries to candidates and scheduled interview preparation calls, Updated candidates pipeline status throughout the submission process (ie; Maxhire) 
*Database Management:  Updated and maintained records in applicant tracking system (ie; Maxhire)
*Prepared expense reports and requested approval from management and sent approval to payroll
*Monitored Northern California legal market news (via electronic and print resources) to assist recruiters in preparing for market trends and changes, prepared meeting documents for client meetings 
*New hire orientation process for Contract attorneys and Paralegals including W-4, I-9 verification, provided information pertaining to Employee Benefits, 401k and Payroll

Natalie Rivas