Team Administrator, Recruiting

The Chan Zuckerberg Initiative was founded by Priscilla Chan and Mark Zuckerberg in 2015 to help solve some of society’s toughest challenges — from eradicating disease and improving education to addressing the needs of our local communities. Our mission is to build a more inclusive, just, and healthy future for everyone.

The Team

Across our work in Science, Education, and within our communities, we pair technology with grantmaking, impact investing, and collaboration to help accelerate the pace of progress toward our mission. Our Central Operations & Partners team provides the support needed to push this work forward. 

Central Operations & Partners consists of our Brand & Communications, Facilities, Finance, Infrastructure/IT Operations/Business Systems, Initiative Operations, People, Real Estate/Workplace/Facilities/Security, Research & Learning, and Ventures teams. These teams provide the essential operations, services, and strategies needed to support CZI’s progress toward achieving its mission to build a better future for everyone.

The Opportunity

As the Team Administrator, you'll be pivotal in driving the efficiency and organization of our Recruiting team. You'll provide essential administrative support and manage crucial recruiting coordination, ensuring a streamlined and delightful hiring experience. This includes managing calendars, scheduling interviews, and facilitating seamless communication between recruiters, hiring managers, and candidates. Through this work, you’ll gain experience in how organizations grow — being a part of the behind-the-scenes of recruitment — and play a key role in helping the team scale effectively.

Reporting to the Senior Director of Recruiting, you'll collaborate with a dynamic team of professionals, including recruiting leads, program managers, recruiters, hiring partners, and People Team administrative assistant colleagues. We're seeking a highly organized, detail-oriented, and proactive individual. You will thrive in a fast-paced environment and be eager to support the behind-the-scenes operations of a successful recruitment function while actively contributing to a positive and vibrant team culture. This role offers the opportunity to coordinate key hiring initiatives across our ecosystem, partnering with high-level stakeholder groups and helping to place people in positions that will do the work to support our mission. 

What You'll Do

• Recruiting Coordination: Provide recruiting coordination support to a team of Recruiters—managing interview scheduling and ensuring a seamless candidate experience—while maintaining service level agreements, upholding data integrity, and tracking logistics for onsite and virtual interviews, particularly during high-volume periods
• Hosting Onsite Candidates: Host onsite candidates across multiple office locations, including San Francisco and Redwood City, creating a welcoming, well-coordinated experience and serving as a key ambassador of CZI’s mission, values, and culture throughout their visit.
• Team Administration: Manage the team calendar and coordinate meetings, celebrations, trainings, offsites, and social events (e.g., lunches and happy hours), while also maintaining team resources and shared documentation.
• Executive Assistant Support: Deliver efficient and anticipatory administrative support to two Recruiting leaders by managing their calendar, coordinating meetings, prioritizing daily tasks, and proactively addressing potential obstacles.
• Organization & Project Support: Contribute to team success through meticulous management of internal documentation and presentations, as well as by supporting special projects and initiatives, all while maintaining a high standard of administrative excellence
• Cross-Functional Partnership:  Liaise with executive assistants, chiefs of staff, program managers, external recruiting vendors, and cross-functional teams such as People, REWFS, Brand+Comms, Legal,  and IT to ensure smooth and efficient team operations. 

What You'll Bring

• 1+ years of administrative-related experience in a fast-paced, high-growth environment
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities at once
• Excellent communication and interpersonal skills, with a service-oriented mindset to effectively support a range of teams across the company
• Proficiency using tools like Google Workspace (Docs, Sheets, Slides), Zoom, and shared calendar systems, as well as Greenhouse, recruiting’s applicant tracking system
• Ability to maintain confidentiality and handle sensitive information with discretion
• A proactive, adaptable, and colla