Talent Optimization Coordinator

Description

About Us:

Mix Talent was built to support the near-term goals and long-term success of pharma, biotech, HealthTech, and gene therapy organizations. We recognize the power of our clients’ company culture, and we specialize in identifying, recruiting, assessing, selecting, and developing talent that fits and fortifies that culture. As our name demonstrates, we believe it’s essential to find that right mix of skills, experience, personality, and personal motivation to ensure long-term success. And to do that, you need to do it differently. Our unique mix of knowledge, technology, and instinct has helped clients go beyond just hiring headcount to truly creating dynamic organizations. The secret’s in the mix.

The Opportunity:

We are looking for an organized, detail-oriented Talent Optimization Coordinator- Events focused to join our team. This position will be based out of our headquarters in Columbus, OH

Responsibilities:

In this role, you will work closely with our recruiting team to ensure a smooth hiring process, from initial contact with potential candidates to their onboarding process. You will also have the opportunity to interact with clients in support of the recruiting process.  Your main focus will be to assist in live event coordination and administration.

· Coordinate and schedule interviews, communicate with candidates, and ensure an overall excellent candidate experience.

· Manage the Applicant Tracking System (ATS), keeping it updated with the status of all candidates. Learn and navigate different Applicant Tracking System’s as required[AF1] [AF2] .

· Manage job postings across ATS and external platforms (Ex: LinkedIn), ensuring roles are accurately listed, refreshed as needed, and aligned with position requirements and employer branding.

· Prepare and send out NDAs, offer letters, and other relevant documentation.

· Conduct background checks in compliance with all relevant legislation.

· Handle data management tasks, such as tracking candidate responses and managing spreadsheets for live event availability, feedback, and finalist information.

· Set up and maintain candidate tracking and recruitment tools tailored to clients.

· Communicate and collaborate with the recruiting team and project managers

· Develop, maintain, and deliver recruitment reporting requests to support external client requirements and ensure accuracy and timeliness of data-driven insights.

· Maintain the highest level of organization, ensuring all candidate data is correctly stored and easily retrievable.

· Continually review and implement improvements in the hiring process.

Event Planning & Execution: 

• Support planning and management of end-to-end logistics for hiring events, including career fairs, hiring days, open houses, campus events, and virtual recruitment events
• Support creation and distribution of event invitations, registration links, and follow-up communications
• Track RSVPs and manage attendee communications before and after events
• Track attendance, candidate outcomes, and event ROI
• Identify opportunities to improve efficiency, candidate experience, and event impact

Requirements

Requirements:

· Highly organized, naturally detail-oriented, tech-comfortable, and service-minded.

· Bachelor’s degree is preferred

· Excellent organization and attention to detail.

· Strong ability to manage multiple tasks and prioritize effectively.

· Familiarity with Applicant Tracking Systems and ability to quickly learn new systems.

· Experience with data management, including spreadsheets and document storage.

· Proficiency in MS Office suite, particularly Excel, Outlook, and PowerPoint.

· Excellent written and verbal communication skills.

· Ability to work collaboratively and maintain strong relationships with team members and clients.

· 25% Travel may be required

Preferred Experiences:

· Previous experience in a talent coordination role or similar.

· Experience in the pharmaceutical or healthcare industries.

· Proficiency in using digital tools for document management such as SharePoint and Docusign

· Exposure to data analytics or reporting in an HR, recruiting, or business operations setting (e.g., creating dashboards, identifying data trends, or spotting anomalies).

· Comfort working with tools like Excel, HRIS/ATS reporting functions, or other analytics platforms, PowerPoint, and Outlook.

Competencies:

· Manages multiple priorities at once while maintaining attention to detail and delivering quality work

· Approaches new tasks with openness and intellectual curiosity

· Translates client needs into actionable recruiting and HR solutions, ensuring smooth execution of key initiatives

· Builds trust through clear, professional communication and balances client expectations with operational realities

· Stays informed on HR/recruiting practices and life sciences trends, applying insights to improve processes 

· Maintains accuracy and confidentiality, ensuring compliance with policies, client requirements, and regulations