Administrative assistant Jobs in Indianapolis, IN

Talent Acquisition Administrative Assistant

Founded in 1998 and headquartered in Farmington Hills, MI, Kyyba has a global presence delivering high-quality resources and top-notch recruiting services, enabling businesses to effectively respond to organizational changes and technological advances. At Kyyba, the overall well-being of our employees and their families is important to us. We are proud of our work culture which embodies our core values; incorporating value, passion, excellence, empowerment, and happiness, creates a vibrant and productive atmosphere. We empower our employees with the resources, incentives, and flexibility that they need to support a healthy, balanced, and fulfilling career by providing many valuable benefits and a balanced compensation structure combined with career development.

Job Description

We are looking for a talented Executive Search Coordinator to join the talent acquisition function supporting our Executive Search Recruiting team in Indianapolis, IN. The Global Executive Search team is a newly formed function providing senior executive search leadership and consultative services across all regions and business units. We partner closely with our business leaders and HR partners to identify internal and external candidates for senior leadership roles. We also provide talent advisory services, including external talent mapping, competitive market and organizational intelligence, and pipelining to support our critical/pivotal roles and succession planning needs. The Executive Search Coordinator directly supports our US and Canada region. The coordinator will also partner with the global search team more broadly on an ad-hoc basis. Projects and engagements may include process management initiatives, database/systems management, and knowledge management initiatives. This person will also focus on optimizing processes and procedures to execute a best-in-class candidate experience for executive level talent and stakeholder engagement. In this role, your primary responsibilities will include coordinating recruitment activities, job requisition management, administrative support to ensure a smooth and efficient recruitment process, and related executive search projects. The successful candidate will have strong project management skills, an ability to execute 5-star client service and exceptional oral and written communication skills. Maintaining composure and assuring a high degree of confidentiality is paramount. In this role, you will make an impact in the following ways:

• Own interview coordination process throughout any given search to ensure a high-touch recruitment experience for both candidates and hiring leaders, including coordinating and scheduling interviews, assessments, and other recruitment activities, ensuring all logistics are in place and all parties involved are well-informed.
• Maintain and update related databases and tracking systems to ensure accurate and up-to-date information at all times.
• Coordinate background screenings and related pre-onboarding activities for selected candidates.
• Support the preparation of requisitions and employment offers, ensuring compliance with company policies and legal requirements.
• Provide administrative support to the executive search team, including managing calendars for interviews, organizing travel arrangements for candidates, and preparing agendas, status reports and hiring leader presentations as assigned.
• Ensure 'white glove' standard of service for all stakeholders (candidates, hiring leaders, HR partners, interviewers, etc.) through all stages of the search process.
• By gathering, verifying, and entering data into reports and systems, you will help maintain reliable information that supports decision-making across the executive search team and stakeholders.
• Coordination of documents, scheduling, and meeting logistics will keep operations running smoothly and efficiently with minimal supervision.
• Through research and statistical reporting, you'll provide leaders with the insights they need to make strategic choices.
• By responding to inquiries and preparing correspondence, you will represent the executive search function professionally and ensure timely, accurate communication.
• Documenting policies and procedures to ensure continuity, compliance and clarity for current and future team members, strengthen collaboration and build team capability.
• Partnering with the executive search team on process improvement projects and contributing ideas to help implement more effective ways of working.

To be successful in this role you will need the following:

• Action-Oriented & Accountable: Demonstrates a proactive, high-energy approach to challenges while consistently holding self and others accountable for delivering on commitments with urgency and enthusiasm.
• Effective Communication Skills: Ability to craft and deliver clear, audience-specific messages across multiple formats, ensuring understanding and alignment across diverse stakeholders.
• Planning & Prioritization: Skill in organizing and aligning tasks with organizational goals, enabling efficient execution and timely delivery of commitments.
• Consultative Experience: Capacity to observe organizational dynamics and apply sound judgment to diagnose issues, identify opportunities, and deliver balanced, holistic solutions that serve both employee and business needs.
• Storytelling & Visualization: Talent for creating visual narratives through PowerPoint and other reports or media that support the executive search team.

Education/Experience:

• High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations. Bachelor's degree preferred.
• Requires significant relevant work experience or specialized skills obtained through education, training, or on-the-job experience.
• 3+ years of proven experience in recruitment coordination or a similar role, preferably in executive search or high-level recruitment.
• Strong organizational skills with the ability to manage multiple tasks remain highly organized, easily shift priorities effectively.
• Proficient in using recruitment software and databases and Advanced user in Microsoft Office Suite.
• Strong communication and interpersonal skills, with the ability to build relationships with candidates and key stakeholders.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• The ability to serve as a point of contact for the candidate/leader and be on-site to lead candidates to appropriate rooms on the day of interviews.
• Familiarity with employment laws and regulations.
• Exceptional follow-through and attention to detail, strong sense of "customer care".

This is a hybrid role which will require flexibility to work onsite, out of our downtown Indianapolis, IN office for a minimum of ~10 days each month, maybe more depending on interview schedules. Compensation Please note that the salary range provided is a good faith estimate on the applicable range. The final salary offer will be determined after considering relevant factors, including a candidate's qualifications and experience, where appropriate.

This is a contract-to-hire opportunity for the right candidate. The role is hybrid, with an expectation of working onsite in Indianapolis 23 days per week. Occasional travel to the Columbus office may also be required. This is a MondayFriday position with standard hours of 8:00 AM to 5:00 PM. Overtime may be available based on business needs. Once the hiring manager is ready to move forward, candidates will be invited to participate in a 45-minute Zoom interview.

Kyyba is an Equal Opportunity Employer. Kyyba does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. Minorities / Females / Protected Veterans / Individuals with Disabilities are encouraged to apply. All employment is decided on the basis of qualifications, merit, and business need.

It is the policy of Kyyba to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact Kyyba at 248-813-9665.

Rewards: Medical, dental, vision 401k Term life Voluntary life and disability insurance Optional Pre-paid legal plan Optional Identity theft plan Optional Medical and dependent FSA Work-visa sponsorship Opportunity for advancement Long-term assignment with opportunity for hire by client

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