Recruitment Coordinator - APJ

Founded in 2015, Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software and V-BAT and X-BAT aircraft. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube. 


The Recruiting Coordinator – APJ is responsible for providing administrative and operational support to the Talent Acquisition function, with primary responsibility for interview scheduling and candidate travel coordination across the APJ region.
This role ensures efficient, accurate coordination of interviews across multiple time zones and supports a seamless candidate experience in a high-growth, fast-paced startup environment. The Recruiting Coordinator partners closely with recruiters, hiring managers, and cross-functional stakeholders to support global hiring initiatives.
 Essential Duties and Responsibilities
Interview Coordination
Schedule and coordinate interviews across APJ, and occasionally U.S. time zones
Manage complex calendars for candidates, interview panels, hiring managers, and executives
Arrange virtual, phone, and in-person interviews
Prepare and distribute interview confirmations, calendar invitations, and relevant materials
Proactively identify and resolve scheduling conflicts
Maintain accurate interview records within the TA systems
Candidate Travel & Logistics
Arrange domestic and international candidate travel, including flights, accommodations, and ground transportation
Ensure compliance with company travel policies and budget guidelines
Prepare and distribute detailed candidate itineraries
Manage travel changes, cancellations, and disruptions as needed
Support coordination of visa documentation where applicable
 
Candidate Experience
Serve as a primary point of contact for candidates during the interview process
Provide timely, professional communication across multiple time zones
Ensure a consistent, organized, and positive interview experience
 
Recruiting Operations Support
Maintain accurate and timely data entry within the TA systems
Support applicable hiring metrics reporting and operational tracking
Assist in improving scheduling workflows and coordination processes as the organization scales
Collaborate cross-functionally with recruiting, PX, finance, and hiring teams
Qualifications Education & Experience
Bachelor’s degree preferred or equivalent professional experience
3+ years of experience in recruiting coordination, HR coordination, or high-volume scheduling
Experience coordinating interviews across APJ time zones 
Experience booking international travel preferred
Skills & Competencies
Strong organizational and time management skills
High attention to detail and accuracy
Ability to manage multiple priorities in a fast-paced environment
Strong written and verbal communication skills in English
Proficiency with Applicant Tracking Systems (e.g., Greenhouse, Ashby, Lever, Workday, Modern Loop)
Proficiency with Microsoft Office
Ability to work independently in a remote or distributed team environment