Engagement Coordinator 19208

Role: Engagement Coordinator
Priority Location: Philippines
Working Hours: Full-Time (2030 hours/week)
Type of contract: Independent Contractor
Type of job: Remote

The final offer is at the clients discretion and will depend on the candidates interview result skills and experience.

About the Company
The organization is a boutique referral-driven executive search firm specializing in commercial leadership hiring across MedTech HealthTech medical devices and healthcare SaaS. Since 2008 the firm has partnered with high-growth startups and established healthcare organizations to place senior commercial talent in highly specialized markets.

The firm operates in a fast-moving high-touch recruiting environment where responsiveness precision and candidate experience directly impact revenue outcomes.

About the Founder
The company is led by a hands-on executive recruiter and founder who has built the business organically over many years through deep relationships and referrals in the healthcare ecosystem.

She continues to operate as a full-cycle recruiter personally managing:

• C-level and senior commercial searches

• Client relationships and business development

• High-volume LinkedIn sourcing and outreach

• Candidate evaluation and closing

The business has reached a stage of strong inbound demand and consistent referral flow but operations remain highly manual and unstructured.

Because of this she is currently operating at capacity while also navigating significant personal change (including recently expanding her family) creating an urgent need for reliable off-hours operational support and execution discipline.

The ideal hire will act as a force multipliernot just an assistant but the operational backbone that allows her to focus on high-value recruiting and client work while ensuring nothing falls through the cracks overnight.

About the Role
You will serve as the overnight operational engine of the company working during US off-hours (8:00 PM4:00 AM PST / 12:00 PM8:00 PM Manila). This role ensures that while the CEO and recruiting team are offline candidate communication scheduling and pipeline activity continue seamlessly. You will work directly with the founder and become a critical extension of her daily recruiting rhythm. This role starts at 2030 hours per week with strong potential to scale to full-time based on performance and business needs.

Key Responsibilities

Candidate Engagement & Communication

• Manage end-to-end interview scheduling via Calendly and Outlook

• Monitor and triage CEO inbox and shared recruiting mailbox overnight

• Draft personalized candidate responses using approved templates (no mass outreach)

• Send confirmations reminders and post-interview follow-ups

• Ensure fast response times to maintain candidate momentum across time zones

ATS / CRM Management (Crelate)

• Maintain clean and accurate candidate records in Crelate ATS

• Update stages tags notes and activity logs in real time

• Ensure pipeline hygiene across all active searches

• Flag stalled candidates or searches requiring immediate attention

Recruiting Operations Support

• Convert LinkedIn candidate activity into structured ATS entries

• Take structured notes from transcripts of recruiter/CEO calls

• Support recruiters by advancing candidates through defined workflows

• Ensure consistency in process execution across multiple searches

Reporting & Coordination

• Produce a daily morning brief summarizing overnight activity and priorities

• Pull weekly pipeline reports and highlight risks or bottlenecks

• Format and distribute quarterly market insights reports

• Coordinate logistics for occasional client dinners and recruiting events

Who You Are

• 2 years experience as an Executive Assistant Recruiting Coordinator or Operations/Recruiting Ops support

• Strong written English with ability to mirror executive tone and communication style

• Extremely organized thrives in fast-moving high-volume environments

• Comfortable working independently during overnight hours

• Experience (or strong familiarity) with Outlook Calendly Crelate Notion and Slack/Teams

• High level of discretion when handling confidential candidate and client information

• Recruiting executive search or healthcare/healthtech exposure is a strong plus

Working Hours

• 8:00 PM 4:00 AM Pacific Time (US)

• 12:00 PM 8:00 PM Manila Time

• 2030 hours per week initially with potential to scale to full-time

What We Offer

• Direct partnership with a high-output executive search founder

• Long-term role with clear growth potential as the firm scales operations

• Structured onboarding with clear workflows and expectations

• Exposure to executive search across high-growth healthcare and healthtech markets

• Competitive compensation aligned to experience