Executive Recruiting Coordinator

Position Overview

Wheeler Staffing Partners is looking for a skilled Executive Recruiting Coordinator to assist with Physician and Executive Search functions within a growing healthcare organization. This role acts as the central operational point in managing the executive recruiting workflow by organizing intricate interview schedules, handling executive calendars, coordinating candidate travel, overseeing recruiting processes, and managing onboarding duties.

Key Responsibilities

• Arrange complex interview schedules involving physicians, executives, recruiters, and hiring managers spread across various time zones.
• Manage the calendars of executives and interview logistics to provide a smooth experience for candidates.
• Coordinate all candidate travel plans such as flights, lodging, ground transport, along with detailed interview itineraries.
• Serve as the main contact for candidates during the interview phase.
• Maintain and update job requisitions in the Applicant Tracking System (ATS).
• Help with preparation of offer letters and related recruiting paperwork.
• Organize recruiting events, conferences, travel accommodations, and prepare event materials.
• Support onboarding operations to ensure new hires integrate smoothly.
• Collaborate with recruiters, HR, executive assistants, and department heads to keep hiring steps on track.
• Provide administrative assistance and coordinate projects related to executive and physician recruiting efforts.
• Contribute to process optimizations and special projects to improve recruiting efficiency and candidate experience.

Required Qualifications

• High school diploma or GED required; bachelor’s degree preferred.
• At least 2 years of experience supporting Talent Acquisition, Recruiting Operations, Human Resources, or similar business operations roles.
• Proven ability to coordinate complex scheduling across multiple parties.
• Experience managing executive calendars and travel coordination.
• Strong skills using Microsoft Outlook, Word, and Excel.
• Prior experience supporting recruiting or Talent Acquisition teams is an advantage.

Preferred Experience

• Background in healthcare or physician recruiting support.
• Experience supporting executive-level recruitment.
• Familiarity working with Applicant Tracking Systems (ATS).

Required Skills

• Excellent organization and time management capabilities.
• Strong attention to detail and an ability to handle several tasks at once.
• Exceptional written and oral communication skills.
• Professional demeanor and excellent customer service attitude.
• Ability to maintain confidentiality and exercise good judgment.
• Comfort working in a fast-paced, deadline-oriented environment.
• Strong problem-solving and project coordination skills.

Ideal Candidate Profile

• Experience supporting executives, physicians, or corporate recruiting teams.
• Highly skilled at managing complex logistics and scheduling.
• Shows urgency, responsibility, and accountability.
• Builds positive relationships with executives, physicians, candidates, and internal teams.
• Delivers outstanding, high-touch candidate experience from interview through onboarding.

Why Join?

• Permanent, direct hire role in a growing company.
• Hybrid working arrangement.
• Competitive annual salary in the $65,000–$80,000 range.
• Opportunity to support recruitment of executive and physician leadership.
• Collaborative team environment with chances for career development.

Additional Information

• Workdays: Monday to Friday
• Work hours: 8:00 AM to 5:00 PM
• Location: Dallas, TX
• Onsite presence required for meetings, interviews, and business needs, supporting a hybrid arrangement.

About Wheeler Staffing Partners

Wheeler Staffing Partners connects talented professionals with leading employers in healthcare, technology, engineering, finance, and professional sectors. Their recruiters offer personalized support, transparent communication, career guidance, and access to exclusive positions, committed to helping professionals establish impactful and long-lasting careers.