[Hiring] Executive Recruiting Ops Specialist @ServiceTitan

Role Description

Ready to be a Titan? ServiceTitan is the leading software platform for the trades, powering the businesses that keep the world running. This is a high-touch, high-visibility role at the center of how we hire our most senior leaders. As the Executive Recruiting Ops Specialist, you will be the glue between our Executive Recruiting team, our C-suite and their Executive Assistants, and the senior candidates we're courting for Senior Director, VP, SVP, and confidential roles across every function. You will define and drive the experience for our internal and external customers, from the first candidate touchpoint through a smooth onboarding handoff. At ServiceTitan, Executive Recruiting is not a support function, and neither is this role.

You will report to the Global Head of Talent Acquisition and partner directly with Executive Recruiting across both of our portfolios: R&D (Engineering, Product Management, and Design) and GTM & G&A (every non-technical function). You'll join a 25+ person global TA team and work closely with C-suite leaders, their Executive Assistants, and People team partners. You'll be resourceful, creative, and collaborative, and you'll help Executive Recruiting scale without losing the white-glove experience our senior candidates expect.

What You'll Do

• Master Dynamic Executive Schedules
  • Own scheduling and coordination for executive interviews, virtual and onsite, using Ashby, from first availability request through candidate confirmation.
  • Manage highly dynamic calendars across C-suite leaders, interview panels, and candidates in multiple time zones, rebooking quickly and calmly when plans change.
  • Anticipate conflicts, hold and release time proactively, and keep everyone informed so no search stalls on logistics.
  • Coordinate onsite logistics, candidate travel, and reimbursements across ServiceTitan's global locations.
• Be the Glue Across Executive Recruiting
  • Partner directly with Executive Recruiting on R&D and GTM & G&A searches, from intake through offer close and onboarding handoff.
  • Act as the single point of coordination for each search, keeping recruiters, hiring managers, interviewers, and candidates aligned.
  • Handle confidential searches, candidate information, and internal processes with full discretion.
• Define and Drive the Experience
  • Define and own the end-to-end experience for our internal and external customers, from first outreach to onboarding handoff.
  • Deliver a white-glove candidate experience through prompt follow-up, polished logistics, and clear, personalized communication.
  • Elevate the interviewer and employee experience, including interviewer prep, feedback loops, and candidate NPS.
  • Partner with C-suite Executive Assistants to manage senior leader calendars, interview panels, and last-minute changes.
• Build the Systems That Scale
  • Create and refine processes for executive hiring, from scheduling and interview prep to offer and onboarding handoff, so every search runs consistently.
  • Keep Ashby accurate for every executive search: pipelines, stages, scorecards, and data hygiene.
  • Build executive-ready materials for Executive Recruiting, such as candidate slates and search trackers.
  • Act as a strategic partner on ops challenges, spotting scalable fixes through data, tools, automation, and documentation.

Qualifications

• Proven experience managing complex, fast-changing calendars for senior leaders and multi-stage interview processes, with the judgment to prioritize and reshuffle on the fly.
• Experience in recruiting coordination, recruiting operations, or executive support in fast-paced, high-growth environments, ideally supporting senior leaders.
• A customer-first mindset and comfort being highly customer-facing: you build rapport and earn trust fast, from candidates to C-suite leaders.
• Resourcefulness and creativity: you find a way, design a better experience, and don't wait to be told how.
• A collaborative approach to working across recruiters, Executive Assistants, hiring managers, and People partners.
• A track record of improving workflows, operational processes, or systems at scale.
• Fluency with tools like Ashby, Slack, Google Workspace, Navan, and LinkedIn.
• High organization, sharp prioritization instincts, and the ability to move fast.
• A detail-oriented, proactive, and solutions-first approach to operational challenges.
• A "no task too big or too small" attitude, with the professionalism and discretion to support candidates at any level.

Bonus if you have:

• Experience supporting executive or confidential searches, in-house or at a retained search firm.
• Experience coordinating across global time zones and cross-border candidate travel.
• Experience building or improving processes in Ashby.

What We Offer

• Flextime, recognition, and support for autonomous work.
• Flexible time off with ample learning and development opportunities to continue growing your career.
• Comprehensive onboarding program, leadership training for Titans at all levels, and other programs and events.
• Holistic health and wellness benefits: Company-paid medical, dental, and vision (with 100% employer paid options and 90% coverage for dependents), FSA and HSA, 401k match, and telehealth options including memberships to One Medical.
• Support for Titans at all stages of life: Parental leave and support, up to $20k in fertility services (i.e. IUI and IVF), surrogacy, and adoption reimbursement, on demand maternity support through Maven Maternity, free breast milk shipping through Maven Milk, pet insurance, legal advisory services, financial planning tools, and more.