Interview & Onboarding Scheduling Coordinator Intern

Responsibilities:

Interview Scheduling:

• Schedule interviews on the hiring managers' calendars, with no conflicts or double bookings.
• Send interview invitations, meeting links, preparation instructions and reminders to candidates and interviewers.
• Confirm candidate attendance, and handle reschedules and cancellations quickly and professionally.
• Prepare candidates before their interview: check their connection and audio, and explain the format and what to expect.
• Make sure each interviewer has the candidate's complete file before the interview.
• Record interview attendance, no-shows and outcomes in the HR system on the same day.

Onboarding Coordination:

• Schedule and coordinate onboarding meetings between new hires and their assigned Employee Success Manager, within the required timelines.
• Book follow-up onboarding sessions and make sure every new hire finishes the full onboarding sequence.
• Send confirmations, agendas and reminders to new hires and managers.
• Track onboarding progress and flag any missed or delayed meetings straight away.

Calendar and Manager Support:

• Manage and coordinate the calendars of several Recruitment and Employee Success Managers at the same time.
• Prioritise urgent bookings and resolve scheduling conflicts between managers, candidates and new hires.
• Keep managers updated on schedule changes, late arrivals, withdrawals and cancellations.
• Act as the main scheduling contact between candidates, new hires and managers.

Records and Reporting:

• Keep all candidate and new-hire records accurate and up to date in our HR platforms.
• Prepare a weekly scheduling report covering interviews booked, completed, rescheduled and missed, and onboarding meetings held.

Requirements:

• Very strong Microsoft Outlook skills for calendar management, shared calendars, meeting invitations, scheduling assistants, and email organisation
• Experience with HR platforms for applicant tracking systems (ATS), HRIS, or CRM tools
  
• Very strong computer skills such as Microsoft Office (Excel, Word), Microsoft Teams, Google Workspace, and video conferencing tools
  
• Proven ability to handle several competing priorities and switch quickly between tasks without dropping anything
  
• Able to support several managers at once and manage their schedules efficiently
• Excellent attention to detail. You catch errors before they happen.
• Clear, professional written and spoken English
• Strong follow-up habits and the ability to work to tight deadlines
• Able to keep candidate and employee information confidential
• Own laptop, reliable internet, and a smartphone with WhatsApp
• Available during business hours, Monday to Friday

What You'll Gain:

• Hands-on experience in recruitment and employee onboarding operations
• Direct work with recruitment and employee success managers
• Training, mentorship, and regular feedback