Job Description

The team 

At ServiceNow, teamwork makes the dream work! To achieve our company goals, we are building a world-class talent engine focused on attracting and retaining the best, diverse talent. The ServiceNow Talent Acquisition team plays a pivotal role in delivering the internal and external talent to fuel the growth and success of ServiceNow and we’re achieving this by creating beautiful experiences throughout the recruitment lifecycle.  

For all candidates who are exploring opportunities at ServiceNow, one of the primary points of contact from the Talent Acquisition team is the Recruitment Coordinator. You are an integral partner throughout the candidate life cycle, and in this role, you have the opportunity to make a big impact because we want to make sure that every candidate and employee is left with a positive impression of ServiceNow, no matter the outcome.  

In the role, you will manage several different recruiting activities throughout your day and week – partnering with recruiters and hiring managers, scheduling interviews, managing a variety of candidate queries throughout their process and building relationships with them, preparing and sending employment contracts and onboarding new hires into ServiceNow. The variety in tasks means you get to meet and work with new people from different backgrounds and with different experiences every day.  

This is a fast-paced role in a very dynamic environment. In executive recruitment, we are engaged in hiring executives ranging from Senior Directors all the way to C-level executives across our entire organization. You will be handling highly sensitive information while providing a white glove experience to all candidates and stakeholders. You’ll need a team spirit - we always help each other; be action oriented, ability to prioritize, outstanding attention to detail and have a passion for engaging with others to create beautiful experiences.  

WHAT YOU WILL DO 

• Be a brand ambassador for ServiceNow and be the first point of contact to help candidates – both internal and external. You will build rapport with them, communicate with them throughout their recruitment journey and answer their questions about the role, the recruitment process and their onboarding experience 

• Build and maintain productive partnerships with internal partners, including recruiters, HR team members, hiring teams and global mobility.  

• Acting as air traffic control for all the moving parts, both reactively and proactively, throughout the recruitment lifecycle to make sure our recruitment and hiring experiences are seamless.  

• Prompt follow up and communication with executive candidates, recruiters and stakeholders throughout the candidate’s life cycle from initial contact to start date 

• Lead all internal and external candidate interview coordination working directly with recruiters, hiring managers and interviewers: organizing telephone, video and face to face interviews, pre- and post- interview briefs with the hiring team, performing complex scheduling tasks, and interfacing hiring managers, particularly at executive levels of the organization, as well as executive team members in different time zones and locations. You will communicate clearly and timely about schedules and any changes if and when they occur. 

• Partner closely with the Executive Administration team to coordinate schedules and get highly time sensitive interviews scheduled  

• Create offer letters and contracts for new hires, and employees moving roles internally and  internationally 

• Initiate the background verification process for new hires 

• Using our own ServiceNow technology, ensure successful onboarding is planned prior to a new hire’s start date, including coordination of new starter information, candidate travel for new hire orientation and completion of new hire onboarding process 

• Uphold a high standard of data integrity in all systems and documents, ensuring accuracy of all data points 

• You may have the opportunity to be involved in impactful team projects as required. These could be big or small, local or global. 

• Opportunities to be a subject matter expert: educate and enable the talent acquisition team and business on talent acquisition policies and processes 

• Perform audits and validations of recruiting transactions as required 

• Produce ad hoc recruiting reports 

• Provide feedback to Team Lead and/or Manager for improving candidate experience and process efficiency gains 

• Be a primary point of contact for managing the offer letter and contract processes for company acquisitions 

• Be a primary point of contact for managing TA related employee tickets e.g employee referral bonuses 

• Responsible for training new recruiting coordination team members, as well as be a buddy to them as they ramp up in their role 

• Responsible for keeping recruiting coordination training and process documents up to date 

• Be a subject matter expert: educate and enable our own team and the wider talent acquisition team and business on talent acquisition policies and processes, including in-country or in-region nuances 

• Be a backup for the Team Lead, Recruiting Coordination, if required

Qualifications

What you need to succeed 

• A passion for creating beautiful experiences - it's our vision!  

• Able to successfully organize, manage and prioritize your time efficiently, with little guidance. We work in a dynamic environment and priorities shift often and you’ll need to be able to shift gears, sometimes at a moment’s notice. You don't get overwhelmed easily. 

• Able to stay calm under pressure and apply independent problem solving skills to find solutions to situations which may not always go as planned 

• Outstanding attention to detail and accuracy – this is critical in ensuring a great experience as well as ensuring we meet our compliance requirements 

• Excellent communication skills – we promote proactive and professional interactions at all times.  

• Strong interpersonal and relationship skills are necessary in order to interact with individuals at all levels, internally and externally 

• Ability to work collaboratively, including in times of ambiguity – and being able to do this proactively 

• Demonstrable experience and comfortable working in a confidential and ambiguous environment. This means you will need to navigate processes and situations with applied judgement and discretion.  

• Able to partner in a consultative way – you play a key role in driving process compliance to ensure a fair equitable hiring process for all. You will need to be bold in doing the right thing. 

• Great interpersonal skills, empathy and high adaptability – you will deal with individuals from all around the world with very diverse backgrounds and cultures. 

• Demonstrated ability to think ahead, anticipate and troubleshoot bottlenecks, manage escalations, and remove obstacles before they become problem, with little guidance 

• You are approachable, and face problems presented to you with positivity and a desire to find the best solution for everyone involved 

• A strong sense of urgency. You are able and comfortable to react and follow through with appropriate levels of urgency to situations and events that are very time sensitive. 

• Able to deal with complex requests for example, managing different time zones, conflicting schedules, coordinating travel schedules. Exec only: Many requests will be related to confidential hiring which may increase the complexity of navigating the situation. 

• Process driven with strong habits and a passion for efficiency improvement 

• Ability to quickly acquire an understanding of relevant firm businesses, recruiting policies, procedures, and systems 

• Experience working in a fast-paced, dynamic environment 

• Experienced at creating a high touch candidate experience and driving a complex recruiting process. 

• 3+ years previous experience working in a coordination, executive assistant, HR assistant or customer service role. The skills are highly transferrable. Most preferrable you will have worked with recruitment teams 

• Strong process support skills and knowledge of recruiting tools and technology is valuable

Additional Information

ServiceNow is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, sexual orientation, national origin or nationality, ancestry, age, disability, gender identity or expression, marital status, veteran status or any other category protected by law.

All new employees hired in the United States are required to be fully vaccinated against COVID-19, subject to such exceptions as required by law. If hired, you will be required to submit proof of full vaccination or have an approved accommodation, by your start date. Visit our Candidate FAQ page to learn more.

If you require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact us at talent.acquisition@servicenow.com for assistance.

For positions requiring access to technical data subject to export control regulations, including Export Administration Regulations (EAR), ServiceNow may have to obtain export licensing approval from the U.S. Government for certain individuals. All employment is contingent upon ServiceNow obtaining any export license or other approval that may be required by the U.S. Government.

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WORK PERSONAS

Work personas are categories that are assigned to employees depending on the nature of their work. Employees will fall into one of three categories: Remote, Flexible or Required in Office. 

REQUIRED IN OFFICE

A required in office work persona is defined as an employee who is contracted to work from or aligned to a ServiceNow-affiliated office. This persona is required to work from their assigned workplace location 100% of the work week based on the business needs of their role.

FLEXIBLE 

A flexible work persona is defined as an employee who is contracted to work from or aligned to a ServiceNow-affiliated office and will work from their assigned workplace location roughly 3 days/week or less (generally around 40-60% of the work week). Flexible employees may choose to work the remaining working time from their workplace location or home. Flexible employees are required to work within their state, province, region, or country of employment.

REMOTE

A remote work persona is defined as an employee who performs their responsibilities exclusively outside of a ServiceNow workplace and is not contracted or aligned to a ServiceNow-affiliated office, including those whose place of work (pursuant to their terms and conditions of employment) is their home. Remote employees are required to work within their state, province, region, or country of employment.