Founded in 2015, Shield AI is a venture-backed deep-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include the V-BAT and X-BAT aircraft, Hivemind Enterprise, and the Hivemind Vision product lines. With offices and facilities across the U.S., Europe, the Middle East, and the Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.
The Recruiting Coordinator – EMEA & APAC is responsible for providing administrative and operational support to the Talent Acquisition function, with primary responsibility for interview scheduling and candidate travel coordination across EMEA and APAC regions.
This role ensures efficient, accurate coordination of interviews across multiple time zones and supports a seamless candidate experience in a high-growth, fast-paced startup environment. The Recruiting Coordinator partners closely with recruiters, hiring managers, and cross-functional stakeholders to support global hiring initiatives.
What you'll do:
- Interview Coordination
- Schedule and coordinate interviews across EMEA, APAC, and occasionally U.S. time zones
- Manage complex calendars for candidates, interview panels, hiring managers, and executives
- Arrange virtual, phone, and in-person interviews
- Prepare and distribute interview confirmations, calendar invitations, and relevant materials
- Proactively identify and resolve scheduling conflicts
- Maintain accurate interview records within the TA systems
- Candidate Travel & Logistics
- Arrange domestic and international candidate travel, including flights, accommodations, and ground transportation
- Ensure compliance with company travel policies and budget guidelines
- Prepare and distribute detailed candidate itineraries
- Manage travel changes, cancellations, and disruptions as needed
- Support coordination of visa documentation where applicable
- Candidate Experience
- Serve as a primary point of contact for candidates during the interview process
- Provide timely, professional communication across multiple time zones
- Ensure a consistent, organized, and positive interview experience
- Recruiting Operations Support
- Maintain accurate and timely data entry within the TA systems
- Support applicable hiring metrics reporting and operational tracking
- Assist in improving scheduling workflows and coordination processes as the organization scales
- Collaborate cross-functionally with recruiting, PX, finance, and hiring teams
Required qualifications:
- Education & Experience
- Bachelor’s degree preferred or equivalent professional experience
- 3+ years of experience in recruiting coordination, HR coordination, or high-volume scheduling
- Experience coordinating interviews across EMEA and APAC time zones
- Experience booking international travel preferred
- Skills & Competencies
- Strong organizational and time management skills
- High attention to detail and accuracy
- Ability to manage multiple priorities in a fast-paced environment
- Strong written and verbal communication skills in English
- Proficiency with Applicant Tracking Systems (e.g., Greenhouse, Lever, Workday, Modern Loop)
- Proficiency with Microsoft Office
- Ability to work independently in a remote or distributed team environment
Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.
