Executive Recruiting Coordinator at Avalara

United States

What You'll Do Deliver excellence behind the scenes in a high-stakes, high-performance environment This is not a traditional coordination role. You will operate at the center of executive hiring owning the operational execution behind VP+ searches and partnering directly with senior leaders and executive recruiters to deliver a seamless, high-touch candidate experience. This role requires exceptional judgment, speed, and precision in a high-stakes environment where details matter, timelines are tight, and the quality of execution directly impacts who we hire. You will bring structure to complexity, maintain momentum across multiple searches, and ensure every interaction reflects the highest standard of professionalism. You will report to the Director, Executive Recruiting. This is a contract remote position in the United States. What Your Responsibilities Will Be Own executive search execution: Drive end-to-end operational execution of VP+ searches, including complex interview loops, scheduling strategy, and stakeholder coordination across global time zones Deliver a white-glove candidate experience: Ensure seamless, high-touch interactions with senior candidates, external partners, and internal executives throughout the hiring process. Partner to drive momentum: Work closely with executive recruiters to manage candidate progression, maintain alignment, and ensure forward movement across all stages of the search. Operate with foresight and judgment: Anticipate needs, remove friction, and proactively solve problems before they impact timelines or experience. Orchestrate high-stakes interactions: Coordinate executive interviews, debriefs, and confidential discussions with precision, discretion, and professionalism. Lead operational excellence across searches: Manage multiple concurrent executive searches with clarity, consistency, and attention to detail. Build and optimize systems: Improve workflows, documentation, and processes to increase efficiency, scalability, and consistency across executive recruiting. Leverage tools and automation: Utilize modern tools, including AI and automation, to streamline repeatable tasks and enhance team productivity. Protect confidentiality and trust: Handle sensitive business and personnel information with integrity, discretion, and sound judgment. Be the engine behind execution: Provide the operational rhythm and rigor that allows executives and recruiters to focus on strategy, decision-making, and closing top talent What You'll Need to be Successful 5+ years of experience in executive recruiting coordination, executive assistant, or business operations roles, ideally supporting VP+ or C-suite leaders. Experience supporting executive-level hiring processes or operating within executive search environments (in-house or retained search preferred). Proven ability to manage complex, high-volume workflows with multiple stakeholders and competing priorities. Expertise in calendar management, scheduling strategy, and coordination at scale across time zones. Strong systems thinking and a track record of improving processes and building scalable ways of working. Executive-level communication skills—clear, concise, and confident in both written and verbal interactions. Exceptional attention to detail and follow-through, even under tight deadlines and high-pressure situations. High degree of ownership, accountability, and ability to operate independently with sound judgment. A proactive, tech-forward approach and curiosity about emerging tools, including AI and automation. High emotional intelligence and discretion when handling sensitive conversations, information, and stakeholders. Why you will love this role: If you thrive in fast-paced environments where precision, judgment, and professionalism are critical, this role offers the opportunity to have a direct impact on how leadership teams are built. You will work closely with senior executives and play a key role in shaping the experience for leaders joining the company. This is a role for someone who takes pride in operating at a high level, bringing order to complexity, and delivering exceptional outcomes behind the scenes. You’ll be trusted, valued, and empowered to elevate the way executive hiring is executed every day. Avalara is an AI-first Company AI is embedded in our workflows, decision-making, and products. Success here requires embracing AI as an essential capability. You’ll bring experience using AI and AI-related technologies, ready to thrive here. You’ll apply AI every day to business challenges - improving efficiency, contributing solutions, and driving results for your team, our company, and our customers. You’ll grow with AI by staying curious about new trends and best practices, and by sharing what you learn so others can benefit too. How We'll Take Care of You Total Rewards In addition to a great compensation package, paid time off, and paid parental leave, many Avalara employees are eligible for bonuses. Health & Wellness Benefits vary by location but generally include private medical, life, and disability insurance. Inclusive culture and diversity Avalara strongly supports diversity, equity, and inclusion, and is committed to integrating them into our business practices and our organizational culture. We also have a total of 8 employee-run resource groups, each with senior leadership and exec sponsorship. What You Need To Know About Avalara We’re defining the relationship between tax and tech. We’ve already built an industry-leading cloud compliance platform, processing over 54 billion customer API calls and over 6.6 million tax returns a year. Our growth is real - we're a billion dollar business - and we’re not slowing down until we’ve achieved our mission - to be part of every transaction in the world. We’re bright, innovative, and disruptive, like the orange we love to wear. It captures our quirky spirit and optimistic mindset. It shows off the culture we’ve designed, that empowers our people to win. We’ve been different from day one. Join us, and your career will be too. We’re An Equal Opportunity Employer Supporting diversity and inclusion is a cornerstone of our company — we don’t want people to fit into our culture, but to enrich it. All qualified candidates will receive consideration for employment without regard to race, color, creed, religion, age, gender, national orientation, disability, sexual orientation, US Veteran status, or any other factor protected by law. If you require any reasonable adjustments during the recruitment process, please let us know.