Application Guide

How to Apply for Executive Recruiting Coordinator (Contractor)

at Workiva

🏢 About Workiva

Workiva is a leader in integrated ESG reporting, helping organizations streamline climate impact and compliance. Its commitment to transparency and sustainability makes it an attractive employer for those who want to drive meaningful change while working in a cutting-edge, remote-first environment.

About This Role

As an Executive Recruiting Coordinator, you'll orchestrate complex interview schedules for executive candidates, partnering with senior stakeholders and executive assistants to ensure a seamless, white-glove experience. Your work directly impacts the company's ability to attract top leadership talent, making you a critical part of the hiring process.

💡 A Day in the Life

Your day starts by reviewing interview schedules and checking for conflicts across time zones. You'll coordinate with executive assistants to confirm availability, send calendar invites, and proactively communicate with candidates and recruiters. Throughout the day, you troubleshoot last-minute changes, ensure all logistics are seamless, and follow up to maintain a polished candidate experience.

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🎯 Who Workiva Is Looking For

  • A detail-oriented orchestrator who thrives on managing complex calendars across multiple time zones with speed and discretion.
  • Experienced in coordinating high-touch interview processes for senior leaders, with a knack for anticipating needs and resolving conflicts proactively.
  • A clear communicator who builds strong relationships with executive assistants, recruiters, and candidates, ensuring alignment and a polished experience.
  • Proficient with calendar tools (e.g., Outlook, Google Calendar) and scheduling systems, with at least 1 year of relevant administrative or scheduling experience.

📝 Tips for Applying to Workiva

1

Highlight specific examples of managing complex scheduling for executive-level interviews, including how you handled time zone conflicts and last-minute changes.

2

Emphasize your discretion and professionalism when dealing with sensitive candidate information and senior stakeholders.

3

Showcase your ability to partner with executive assistants—mention any experience collaborating with EAs to align calendars and priorities.

4

Tailor your resume to include keywords like 'white-glove experience,' 'high-touch scheduling,' and 'executive recruiting coordination' to match the job description.

5

In your cover letter, mention your familiarity with Workiva's focus on ESG reporting and how your organizational skills support their mission.

✉️ What to Emphasize in Your Cover Letter

['Your experience with high-volume, complex interview scheduling for executives, including specific tools and strategies used.', 'Your ability to provide a white-glove candidate experience, with examples of anticipating needs and ensuring seamless communication.', 'How you build strong relationships with executive assistants and senior stakeholders to resolve scheduling conflicts efficiently.', "Your alignment with Workiva's mission of transparency and sustainability, and how your role supports attracting top leadership to drive that mission."]

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🔍 Research Before Applying

To stand out, make sure you've researched:

  • → Familiarize yourself with Workiva's ESG reporting platform and how it helps companies with climate impact and compliance.
  • → Read about Workiva's remote culture and how they support distributed teams, especially in recruiting coordination.
  • → Look into recent news about Workiva's growth, executive hires, or sustainability initiatives to understand the company's direction.
  • → Understand the typical structure of executive recruiting teams and the role of coordinators within them.

💬 Prepare for These Interview Topics

Based on this role, you may be asked about:

1 Describe a time when you had to coordinate an interview schedule across multiple time zones with competing priorities. How did you handle it?
2 How do you ensure a white-glove experience for executive candidates? Give an example of going above and beyond.
3 Tell me about a time you had to resolve a scheduling conflict with a senior executive's assistant. What approach did you take?
4 How do you stay organized when managing multiple high-priority schedules simultaneously? What tools or systems do you use?
5 Why are you interested in supporting Workiva's executive recruiting efforts, and how does our ESG focus resonate with you?
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⚠️ Common Mistakes to Avoid

  • Failing to demonstrate discretion or confidentiality in your examples—executive recruiting requires handling sensitive information.
  • Being too vague about scheduling experience; provide concrete details about tools, volume, and complexity.
  • Not showing proactive communication skills—this role requires anticipating needs, not just reacting to requests.

📅 Application Timeline

This position is open until filled. However, we recommend applying as soon as possible as roles at mission-driven organizations tend to fill quickly.

Typical hiring timeline:

1

Application Review

1-2 weeks

2

Initial Screening

Phone call or written assessment

3

Interviews

1-2 rounds, usually virtual

✓

Offer

Congratulations!

Ready to Apply?

Good luck with your application to Workiva!

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