About the Role

Veeam's global Executive Recruiting team partners with our most senior leaders to hire the leaders who will shape the company's future. As Executive Recruiting Program Coordinator, you will be the operational engine behind these searches. You will build trusted relationships with candidates, executive leaders and their assistants so that logistics move quickly and smoothly, manage complex, multi-stakeholder interview processes, run the systems and programs that keep each search on track, and represent Veeam with polish and discretion to senior candidates and internal executives. However, this role goes well beyond just candidate scheduling. You will help drive system-level program and project management discipline to a fast-moving, high-visibility function. You will solve complex problems as they arise and act with urgency when timelines are tight. You will work across time zones and regions, often with competing priorities and confidential information.

What You'll Do

• Orchestrate executive search processes: Coordinate multi-round interview processes with senior candidates and C-level stakeholders across time zones. Ensure every detail is accurate, confirmed, and clearly communicated.
• Secure executive time with urgency: Work directly with executive assistants and other gatekeepers to book interviews quickly. When calendars stall, tactfully but persistently advocate for timely availability, offer creative scheduling alternatives, and escalate when needed so interviews do not slip by days or weeks.
• Run processes like programs: Build and maintain white glove coordination process - SLAs, templates, and status reporting across multiple concurrent executive searches. Identify and mitigate bottlenecks in the process.
• Represent Veeam at the executive level: Serve as a primary point of contact for senior candidates and executive assistants. Deliver a polished, responsive, and confidential experience at every touchpoint.
• Solve complex problems with urgency: Anticipate and resolve scheduling conflicts, calendar changes, travel logistics, and process issues involving senior leaders. Escalate thoughtfully when needed.
• Manage executive candidate interview experience including travel and onsite visits: Coordinate directly with candidates to arrange virtual and in person interviews, including flights, hotels, ground transportation, and detailed itineraries for onsite interviews. Prepare candidates with clear agendas and interviewer information, ensure a seamless experience on the day, and manage travel expense reimbursement through our procurement systems.
• Safeguard confidentiality and compliance: Handle confidential search, candidate, background check, onboarding, and organizational information with discretion.
• Own systems and data integrity: Maintain accurate, up-to-date search data in our applicant tracking system (Greenhouse), candidate management system and calendars. Support reporting on search progress, pipeline health, and key metrics.
• Support Executive Recruiting leadership: Partner with the Head of Executive Recruiting to build recurring and ad hoc reports, dashboards, and presentations. Help keep priorities, meetings, and follow-ups organized, and take on special projects as needed.
• Improve how we work: Analyze executive recruiting workflows and recommend improvements to processes, tools, templates, and automation. Pilot AI-enabled solutions where they add measurable value.
• Partner across the business: Work closely with Executive Recruiters, People & Culture leaders, and executive offices to align on priorities, timelines, and expectations.

What You'll Bring

• 5+ years of coordination experience in an executive recruiting environment (an in-house executive recruiting team or a retained executive search firm) supporting VP-level and above searches, with a firsthand understanding of how executives operate and what they expect from a hiring process.
• Demonstrated program or project management capability: building plans, tracking milestones, managing dependencies, and reporting status across multiple workstreams at once.
• Strong complex problem-solving skills and the judgment to prioritize and act quickly in a fast-changing environment.
• Strong working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook, including maintaining detailed tracking spreadsheets, building reports and presentations, and organizing shared drives and team files.
• A clear sense of urgency combined with exceptional attention to detail.
• Executive presence and polished written and verbal communication, with the confidence to interact with senior candidates and internal executives.
• A proven ability to handle highly confidential information with discretion.
• Experience administering or working extensively in applicant tracking systems or similar platforms, with a commitment to data accuracy.
• Comfort working with global, distributed teams across multiple time zones.
• Ability to work independently, take initiative, and manage competing priorities with minimal oversight.
• Proficiency in English, written and spoken.

Bonus Skills:

• Experience with Greenhouse as an ATS and/or Workday as an HRIS.
• Formal program or project management certification or training (e.g., PMP, Agile, Scrum), or familiarity with project management methodologies and process reengineering.
• Experience using AI or automation tools to improve recruiting or operational workflows.
• Basic working knowledge of global hiring compliance and data privacy requirements across multiple countries.
• Advanced proficiency in AI tools, including Claude and ChatGPT.
• Bachelor's degree or equivalent experience in HR, Business, or a related field.

What You’ll Get

• Comprehensive Health Coverage – Fully employer-paid medical, dental, and vision insurance for employees and eligible dependents, including virtual care services
• Wellbeing & Mental Health Support – Access to an Employee Assistance Program (EAP) that includes confidential therapy sessions, plus legal and financial counseling services
• Financial Protection Benefits – Company-provided life and disability insurance to help support employees and their families
• Paid Time Off & Global Recharge Days – Vacation time, statutory holidays, and additional company-wide VeeaMe Days dedicated to rest, wellbeing, and self-care
• Family-Friendly Leave Programs – Competitive maternity, paternity, adoption, and other leave benefits that support employees through important life moments
• Give Back to Your Community – Employees receive paid volunteer time each year through the Veeam Cares program

Please note: The position is based in San Jose, Costa Rica. If the applicant is permanently located outside of Costa Rica, Veeam reserves the right to decline the application. All applications must be submitted in English.

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