Administrative Assistant - USA Remote

About the Company

PDS Tech Commercial partners with organizations across various industries, connecting professionals with job opportunities. For this assignment, the company is supporting recruiting operations for a global leader in the aviation industry.

About the Role

PDS Tech Commercial is seeking an Administrative Assistant / Talent Acquisition Coordinator to support the aviation client's Talent Acquisition team. This remote, 12-month contract position focuses on interview coordination, candidate communication, travel arrangements, and recruiting administration.

You will work with candidates, recruiters, hiring managers, and interview panels to keep the recruitment process organized and ensure candidates receive timely information and support. The position also involves maintaining applicant records, tracking coordination activity, and helping improve recruiting workflows.

Key Responsibilities

• Coordinate interviews across multiple time zones for candidates, recruiters, hiring managers, and interview panels.
• Manage complex calendars, including executive, panel, and high-volume interview schedules.
• Act as a primary contact for candidates throughout the recruitment process, providing timely communication and assistance.
• Arrange candidate travel for onsite interviews, including flights, hotel accommodations, and ground transportation.
• Process and track candidate expense reimbursements in accordance with company policies.
• Prepare and distribute interview agendas, candidate packets, profiles, and evaluation materials.
• Maintain accurate candidate records and status updates in the Applicant Tracking System (ATS).
• Support improvements to interview scheduling processes, workflows, and recruitment tools.
• Track scheduling metrics and coordination activities for recruiting operations and reporting.
• Identify ways to improve the candidate experience and recommend process changes.
• Provide additional administrative and coordination support to the Talent Acquisition team as business needs evolve.
• Help ensure recruiting practices comply with applicable employment laws and OFCCP/EEOC guidelines.

Required Qualifications

• High school diploma or equivalent with at least 8 years of relevant experience, or a bachelor's degree with at least 4 years of relevant experience.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong attention to detail and commitment to accuracy.

Preferred Qualifications / Requirements

• 1–2 years of experience in Talent Acquisition coordination, administrative support, recruiting coordination, or high-volume scheduling.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience managing complex calendars and coordinating meetings with multiple stakeholders.
• Experience using Workday or other HRIS or Applicant Tracking Systems.
• Strong internet research and administrative support skills.
• Experience supporting recruiting, HR, or Talent Acquisition teams.

Salary & Benefits

Pay rate: $27.32 per hour.

Benefits available to associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, an Employee Assistance Program (EAP), commuter benefits, and a 401(k) plan. Associates may also be eligible for paid sick leave and other leave required by federal, state, or local law, as well as holiday pay where applicable.

The assignment also provides exposure to enterprise-level recruiting operations and talent acquisition strategies, experience supporting an aviation organization, and ongoing support from the PDS Tech Commercial team.

Location and Work Arrangement

• Work arrangement: 100% remote.
• Schedule: Monday–Friday, first shift, 7:30 AM–4:30 PM.
• Employment type: Full-time contract.
• Contract duration: 12 months.

Additional Employment Information

This position involves information or access to facilities subject to the International Traffic in Arms Regulations (ITAR) and/or Export Administration Regulations (EAR). Access to controlled technologies may be limited to U.S. Persons, including U.S. citizens, lawful permanent residents, refugees, and asylees, or to certain foreign nationals who have received an export license.

Equal Opportunity / EEO

PDS Tech Commercial is an Equal Opportunity Employer. Veterans and individuals with disabilities are encouraged to apply. Military-connected talent is also encouraged to apply.

The company will consider qualified applicants with arrest and conviction records in accordance with applicable federal, state, and local laws and security clearance requirements, including the California Fair Chance Act, Los Angeles City Fair Chance Ordinance, Los Angeles County Fair Chance Ordinance for Employers, and San Francisco Fair Chance Ordinance.

For Massachusetts candidates, employers may not require or administer a lie detector test as a condition of employment or continued employment. Violations may result in criminal penalties and civil liability.