Recruitment Coordinator, AI

About the Role

The AI era is being built at Microsoft AI (MAI). MAI's mission is to use AI responsibly to make everyone more informed, capable, and supported. This role supports recruiting across the United States and EMEA.

Key Responsibilities

• Own high-volume, complex interview scheduling across US time zones and EMEA, including panels that span the United States, Europe, and other international locations.
• Coordinate availability across candidates, interviewers, hiring managers, and the executive office team, confirming details early and handling changes calmly and quickly.
• Deliver an upleveled candidate experience for senior researchers, engineers, and scientists, from first contact through onsite hosting and offer.
• Act as a trusted partner to recruiters and hiring managers, anticipating needs and protecting their time.
• Prepare interviewers with context, materials, and briefings, and keep interview loops running on time.
• Maintain accurate, real-time records in the applicant tracking system, track interview stages, follow up on feedback, and keep data clean for reporting.
• Support onsite and travel logistics for candidates, including visits to the New York City office and other US sites, and travel booking.
• Coordinate US work authorization and immigration matters with relevant partners.
• Uphold compliance and data privacy requirements across US hiring, including federal, state, and New York City regulations.
• Spot friction in the process, raise it with the team, and help fix it. Improve templates, workflows, and tooling.

Requirements & Tech Stack

• Bachelor's Degree AND 2+ years talent acquisition experience (e.g., recruiting, sourcing), HR experience, or industry experience related to the role OR equivalent experience.
• Demonstrable experience in recruiting coordination, HR, or administrative roles in the technology sector, including high-volume interview scheduling.
• Experience coordinating recruiting in a technology, AI lab, or research environment, supporting technical or research hiring.
• Proficiency with scheduling tools and applicant tracking systems.
• Experience coordinating interviews across US and international markets and multiple time zones, including candidate travel and immigration support.
• Experience supporting a frontier AI lab or research organization, and comfort with the vocabulary of AI, machine learning, and research roles.
• Startup or high-growth experience, with a track record of adapting quickly, managing competing priorities, and putting efficient workflows in place.
• Experience improving coordination processes or tooling, including using automation or AI assistants to reduce manual work.
• Experience coordinating in Greenhouse ATS.

Qualifications (Additional/Preferred)

• Bachelor's Degree AND 5+ years talent acquisition experience (e.g., recruiting, sourcing), HR experience, or industry experience related to the role OR Master's Degree AND 3+ years talent acquisition experience (e.g., recruiting, sourcing), HR experience, or industry experience related to the role OR equivalent experience.

Work Environment

• Based in New York City.
• Hybrid pattern of three days per week in the office.