Administrative Assistant

Talent Acquisition Coordinator

Clearance Level: Must be able to obtain a Active Secret Clearance - Must be a US Citizen to be considered

At Aquila Technology, you will see our team’s passion every day, whether we are building a robust, policy-compliant IT system or stress-testing a system to identify gaps and security vulnerabilities. To own the advantage, we ensure our team owns results and gets the work done right the first time by deploying smart, purposeful solutions that work. Aquila is the right people with the right skills driving the right outcomes. We call this the Aquila Advantage.

Aquila Technology is seeking a highly skilled Talent Acquisition Coordinator to join our team in supporting one of the country’s premier defense research organizations. In this role, you will serve as a key member of the Talent Acquisition and HR support team, helping to coordinate recruiting efforts for both internal and external talent while ensuring a seamless and professional experience for candidates, hiring managers, suppliers, and HR staff. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while supporting interview coordination, onboarding activities, contingent workforce administration, cross-functional communication, and overall operational efficiency.

What We’re Looking For:

• Organized and detail-oriented with strong administrative and multitasking abilities
• Tech-savvy with experience using applicant tracking systems (ATS) and proficiency in Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint
• Strong verbal and written communication skills with the ability to interact professionally with candidates and hiring teams
• Proactive in day-to-day responsibilities, consistently anticipating program and leadership needs while recommending process improvements
• High school diploma or equivalent required, along with at least 3 years of experience in an administrative role

Preferred Qualifications:

• Previous experience supporting recruitment activities within Human Resources or in a staffing/recruiting agency environment
• Familiarity with automated resume tracking systems such as SuccessFactors, HR software platforms, and vendor management systems including Fieldglass
• Understanding of contingent labor and workforce augmentation practices

Must Have:

• 3 years Administrative support experience
• 3 years Data entry experience
• 3 years Filing
• 3 years Meeting Management Skills
• 3 years Applicant Tracking Systems
• 3 years Detail-oriented
• Strong Verbal and Written Communication
• Time Management
• 3 years Adobe software (Acrobat, InDesign)
• 3 years MS Suite (Excel, ppt)

Nice to Have:

• Bachelor's Degree
• Contingent workforce knowledge and/or experience
• Human Resource/Talent Acquisition experience
• SuccessFactors Recruiting Module
• Fieldglass experience

Responsibilities will include:

• Coordinate interviews and assist in scheduling, ensuring a smooth and professional experience for all parties
• Provide general policy and employment information to candidates and employees
• Assist with pre- and post-employment transactions, including onboarding documentation
• Contingent Workforce Support:
• Send timesheet reminders and follow up with appropriate parties regarding timely submissions and approvals
• Assist External Workforce Business Partners (EWBPs) with job posting entry in Fieldglass as needed
• Support EWBPs and internal groups with interview scheduling and coordination
• Assist with reminders for contingent worker contract extensions
• Aggregate responses from feedback surveys and share findings with appropriate stakeholders
• Perform data entry in Fieldglass and SAP as needed
• Assign trainings to the user community and maintain training lists
• Schedule quarterly business reviews, spotlight calls, and other critical meetings
• Support contract management duties and supplier communications for renewals and insurance requirements, ensuring documents are properly filed
• Conduct annual outreach to suppliers to verify benefits packages, review information for equity and compliance, and escalate any anomalies or concerns to management
• Organize and maintain electronic storage systems including SharePoint, Teams, and community pages by updating, relocating, or retiring documents as needed
• Proactively manage the EWS inbox and develop processes for tracking and