Events Operations Coordinator

Events & Operations Coordinator

About Us

Mix Talent is a biotech and healthcare-focused talent acquisition and consulting firm that recognizes the power of company culture. We specialize in identifying, recruiting, assessing, and selecting talent that fits and fortifies that culture.

As our name suggests, we believe long-term success depends on finding the right mix of skills, experience, personality, and motivation. And to do that, you have to do it differently. Our unique blend of knowledge, technology, and instinct helps clients move beyond simply hiring headcount to building dynamic, high-performing organizations.

The secret’s in the mix.

The Opportunity

We are seeking an organized, detail-oriented Events & Operations Coordinator to join our team. This role is ideally based at our headquarters in Columbus, OH, and reports to the Senior Director of Talent Optimization.

If you are passionate about coordinating hiring events, managing data, optimizing processes, and delivering an exceptional candidate and client experience, we’d love to connect with you.

Responsibilities

In this role, you will partner closely with our delivery team to ensure hiring strategies are executed seamlessly. You will also interact with clients to support product launches, hiring events, interview scheduling, offer management, and delivering a platinum-level candidate experience.

Your primary focus will be live event coordination and operational support, while also assisting with broader talent operations functions outlined below.

Event Planning & Execution

• Support end-to-end logistics for hiring events, including career fairs, hiring days, open houses, campus events, and virtual recruitment events
• Assist in the creation and distribution of event invitations, registration links, and follow-up communications
• Track RSVPs and manage candidate communications before and after events
• Monitor attendance, candidate outcomes, and event ROI
• Identify opportunities to improve efficiency, enhance candidate experience, and maximize event impact

Talent Operations

• Coordinate and schedule interviews while ensuring an excellent candidate experience
• Manage and update Applicant Tracking Systems (ATS); learn and navigate multiple ATS platforms as required
• Manage job postings across ATS and external platforms (e.g., LinkedIn), ensuring accuracy, alignment with branding, and timely refresh
• Prepare and distribute NDAs, offer letters, and other employment documentation
• Conduct background checks in compliance with applicable regulations
• Manage recruitment data, including spreadsheets for event availability, candidate feedback, and finalist tracking
• Set up and maintain candidate tracking tools tailored to client needs
• Collaborate closely with recruiting teams and project managers
• Develop, maintain, and deliver recruitment reporting to meet client requirements, ensuring accuracy and timeliness
• Maintain high levels of organization and confidentiality, ensuring candidate data is secure and accessible
• Continuously evaluate and improve hiring processes

 Requirements

• Highly organized, detail-oriented, tech-comfortable, and service-minded
• Bachelor’s degree preferred
• Strong organizational and prioritization skills
• Familiarity with Applicant Tracking Systems and ability to quickly learn new systems
• Experience managing data, spreadsheets, and document storage
• Advanced expertise in Microsoft Office Suite, particularly Excel (data analysis & reporting), Outlook (calendar and workflow management), and PowerPoint (executive-ready presentations).
• Excellent written and verbal communication skills
• Ability to collaborate effectively with internal teams and external clients
• Ability to travel up to 25%

Preferred Experience

• Experience in event coordination, executive support, or operations roles
• Experience within pharmaceutical, biotech, or healthcare industries
• Proficiency with digital document management tools (e.g., SharePoint, DocuSign)
• Exposure to data analytics or reporting in HR, recruiting, or operations environments (e.g., dashboards, trend analysis, identifying anomalies)
• Comfort working with Excel, ATS/HRIS reporting functions, and analytics tools

Core Competencies

• Effectively manages multiple priorities while maintaining quality and attention to detail
• Demonstrates curiosity and openness when approaching new tasks
• Builds trust through clear, professional communication
• Balances client expectations with operational realities
• Maintains accuracy, discretion, and compliance with all policies and regulations