TA & HR Administrative Assistant (temp position)

We are looking for an organized, candidate-focused Talent Acquisition (TA) & HR Administrative Assistant for a six-month contract opportunity. In this role, you will be a shared resource between the TA team and overall HR team for administrative and logistical support. For TA Operations, you will be responsible for creating exceptional candidate experiences through seamless interview scheduling, potential travel arrangements, and essential administrative workflows in the hiring process. You will also handle day-to-day administrative tasks across HR impacting a seamless employee experience throughout the employee lifecycle. If you thrive in a fast-paced environment, love solving logistical puzzles, and pride yourself on high attention to detail, this role is for you!

Key Responsibilities

• Coordinate and schedule high-volume, multi-stage interviews (phone, video, and in-person) across multiple time zones and complex team calendars.

• Serve as the primary point of contact for candidates and hiring teams regarding interview logistics, schedule changes, and general inquiries.

• Monitor interview schedules in real time, proactively troubleshooting last-minute calendar conflicts or delays.

• Partner with the recruiters across the team on administrative needs.

• Arrange end-to-end travel logistics for out-of-town candidates, including flights, hotels, and ground transportation.

• Provide candidates with detailed travel itineraries and clear instructions for their interview day.

• Collect and process candidate expense reimbursement reports in a timely manner.

• Maintain accurate records in our Applicant Tracking System (Avature) and HR database (Workday).

• Greet in-person candidates upon arrival and manage physical conference room setups

• Initiate candidate background checks and track completion status.

• Assist with onboarding logistics, as needed

• Provide light administrative support to the overall HR team to support projects in flight as well as day-to-day administrative needs that support the employee lifecycle.

This position is a 6-month contract to support a surge in hiring activity and to cover a leave of absence. There is potential for extension of the contract and potentially conversion to a permanent role, but that is not guaranteed at this time. The position has periodic onsite requirements at our locations in Kendall Square, Cambridge, MA.

Minimum Requirements 

• At least a high school diploma or equivalent.

• At least 1 year of administrative, operations, or recruitment coordination experience.

• Proficiency with calendar management tools (Google Calendar) and cloud-based software.

• Superior time management and organization skills with a proven ability to prioritize competing tasks.

• Warm, professional written and verbal communication skills; a candidate-first mindset.

• Ability to handle confidential HR and candidate information with complete discretion.

Preferred Requirements

• Hands-on experience with Applicant Tracking Systems (e.g., Avature, Workday).

• Familiarity with travel management software (e.g., Concur) and ticketing systems (e.g. ServiceNow)