Senior Talent And Administrative Coordinator WillowTree

Who We Are

Welcome to TELUS Digital — where innovation drives impact at a global scale. As an award-winning digital product consultancy and the digital division of TELUS, one of Canada’s largest telecommunications providers, we design and deliver transformative customer experiences through cutting-edge technology, agile thinking, and a people-first culture.

 In January 2023, TELUS Digital acquired WillowTree, creating a combined firm with service offerings spanning Customer Experience and Digital Solutions.

With a global team across North America, South America, Central America, Europe, Africa, and APAC, we offer end-to-end expertise across eight core service areas: Digital Product Consulting, Digital Marketing Services, Data & AI, Strategy Consulting, Business Operations Modernization, Enterprise Applications, Cloud Engineering, and QA & Test Engineering.

From mobile apps and websites to voice UI, chatbots, AI, customer service, and in-store solutions, TELUS Digital enables seamless, trusted, and digitally powered experiences that meet customers wherever they are — all backed by the secure infrastructure and scale of our multi-billion-dollar parent company.

Location and Flexibility

Our Senior Talent & Administrative Coordinator is an integral part of our Employee Experience Team at WillowTree. This is a hybrid role requiring you to be onsite in our Charlottesville, VA office a minimum of three days per week (Tuesday, Wednesday, Thursday).  

The Opportunity

We're seeking a Senior Talent & Administrative Coordinator to orchestrate seamless interview experiences for our commercial and executive-level candidates and provide strategic operational support to our Global Head of Talent Acquisition. This is a multi-faceted role where you’ll work closely with candidates, hiring managers, interviewers, and talent acquisition worldwide. You’ll serve as an organizational backbone managing executive calendars and communications, coordinating complex travel and logistics, and ensuring seamless day-to-day operations. You’ll be a trusted go-to person who keeps our team organized and on track, to include expense coordination, onsite event planning, and proactive communication to support strategic talent initiatives across our global organization. 

Responsibilities

Recruiting Coordination & Candidate Experience 

• Coordinate end-to-end interview logistics for commercial and executive-level candidates across global markets
• Manage virtual and on-site interview scheduling among complex calendars across timezones
• Coordinate with executive assistants, Travel, IT, and Facilities to ensure seamless interview experiences
• Organize comprehensive candidate experiences including office tours, agendas, lunches, conference rooms, and travel itineraries
• Maintain proactive communication with all stakeholders, handling last-minute schedule changes and special requests
• Manage candidate communications throughout the interview process, ensuring timely updates and exceptional experience
• Partner with hiring managers to optimize interview processes and candidate flow
• Maintain accurate candidate tracking and interview scheduling systems
• Facilitate post-interview feedback collection and coordination
• Support offer process coordination and pre-boarding logistics

Talent Acquisition Administrative Support

• Provide comprehensive administrative support to the Global Head of Talent Acquisition including calendar management, meeting coordination, and priority setting
• Manage complex domestic and international travel arrangements, itineraries, and logistics
• Process and reconcile expense reports, invoices, and budget tracking
• Coordinate onsite events, team meetings, and strategic planning sessions
• Serve as primary communication liaison, managing correspondence and stakeholder relationships
• Prepare meeting materials, presentations, and executive briefings
• Maintain confidential files, documents, and talent acquisition metrics
• Support cross-functional project coordination and timeline management
• Act as organizational point person to ensure seamless day-to-day operations

Qualifications

• 3-5 years of recruiting coordination or talent acquisition support experience
• 2+ years of administrative support or business operations experience (executive-level preferred)
• Proficiency with ATS systems, HRIS platforms, and scheduling tools
• Google Workspace skills
• Excellent written and verbal communication skills
• Strong organizational, project management, and prioritization abilities
• Experience with expense management and travel coordination platforms

Equal Opportunity Employer 

At TELUS Digital, we are proud to be an equal opportunity employer and are committed to creating a diverse and inclusive workplace. All aspects of employment, including the decision to hire and promote, are based on applicants’ qualifications, merits, competence and performance without regard to any characteristic related to diversity.