Recruiting Operations & Executive Scheduling Coordinator

Helena Miller

Address: Oakland, Ca ***** Phone: 510-***-**** E-mail: **************@*****.***/**********@*****.***

LinkedIn Profile: www.linkedin.com/in/helena-miller-b74b1040a

SKILL SUMMARY

Executive Calendar Management - Interview Coordination & Scheduling - Recruiting Operations

Onboarding & Candidate Support - Workday & Oracle - Microsoft Office Suite - Travel Coordination - Expense Reporting - Vendor & Office Operations Management - Cross-Functional Collaboration - Professional Communication

Confidential Document Handling - Time Zone Scheduling - Onboarding - Background Checks - Procurement - ATS -Candidate Communication - Recruitment Lifecycle

Professional Highlights

Highly organized Administrative and Recruiting Operations Professional with 9+ years of experience supporting executives, coordinating high-volume scheduling, managing onboarding processes, and maintaining seamless office operations in fast-paced corporate environments. Skilled in executive calendar management, interview coordination, candidate communication, travel arrangements, vendor management, and cross-functional collaboration. Proficient in Workday, Oracle, Microsoft Office Suite, and operational support with a strong focus on professionalism, confidentiality, and efficiency.

PROFESSIONAL EXPERIENCE

Recruiting Coordinator Kelly Services Global LLC - TEMP San Francisco, Ca October 2022 – Present

Coordinated high volume interview scheduling across multiple departments and time zones, ensuring a seamless candidate experience (phone, virtual, or onsite)

Act as the main point of contact for the candidates throughout the hiring process, send interview confirmations, updates, and follow ups

Collect and organize resumes, applications, and interview feedback

Help streamline recruiting processes and improve candidate experience

Assist with accepting offer letters and submitting background checks via Workday

Managed candidate pipelines and updated applicant status in Workday, maintaining data accuracy and recruitment compliance

Facilitated new hire onboarding by collecting documentation and coordinating background checks, company car request, and order new hire equipment via Workday

Handle high volume candidates scheduling

Facilities & Administrative Assistant Parexel San Francisco, Ca August 2022 – August 2026

Managed complex calendars, scheduling priorities, meetings, and operational deadlines for internal teams and leadership support.

Coordinated office operations and employee support services in a fast-paced corporate environment.

Served as the primary point of contact for employees, clients, and visitors while maintaining a professional and customer-focused office environment.

Managed invoice processing and expense coordination using Oracle while ensuring accuracy and timely submission.

Maintained compliance with office safety procedures and organizational policies.

Supported cross-functional communication and operational efficiency across multiple departments.

Administrative Assistant Mercer Marsh McLennan San Francisco, Ca October 2021 – January 2026

Strategically managed complex calendars for senior managers, ensuring alignment with organizational priorities

Project coordination: Assisting in finalizing presentations and editing proposals

Submit client monthly invoicing via Webcas and iProcurement

Travel logistics and expense reporting end to end arrangements: Flight, hotel, and rental car accommodation

Follow policies and procedures; ability to understand complex business rules and maintain effective interpersonal working relationships with a variety of individuals within and outside the organization.

Time management, maximizing consultants and executive efficiency

Professional correspondence; drafting high level communication

High level calendaring management

Maintained strict confidentiality and discretion when handling sensitive personnel and financial documents

Administrative Assistant iRhythm Technologies San Francisco, Ca April 2019 – July 2021

Planned and executed company events, meetings, and team-building activities.

Managed daily office operations, vendor relationships, and workplace support services in a fast-paced corporate environment.

Coordinated inventory management, office procurement, and supply tracking to maintain operational efficiency.

Planned and executed corporate events, employee engagement initiatives, team meetings, and company functions.

Served as the primary point of contact for visitors, employees, and external vendors while maintaining a professional office environment.

Maintained confidential employee and operational records with accuracy and discretion.

Supported cross-functional teams with administrative coordination, scheduling, and workplace operations.

Administrative Assistant Smith Emery San Francisco, Ca March 2018 – April 2019

Coordinated meetings and operational logistics for field and office personnel.

Maintained organized filing systems and confidential documentation.

Assisted with payroll-related documentation and timekeeping verification for field inspectors and staff.

Managed front office operations, multi-line phone systems, and professional client communication.

Ensured office readiness by coordinating supplies, documentation, and operational support for field teams.

EDUCATION

Emery High School 200*-****-**** 47th Ave Emeryville, Ca 94608

Merritt College Currently Attending 2026 Major: Health Science - Respiratory Therapy

SFIEC Paul Mitchell - San Francisco Institute of Esthetics & Cosmetology Oct 2020-April 2021 Licensed Esthetician

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