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Kodiak Talent Group

How Kodiak Talent scaled candidate interview volume 5x without adding administrative staff

Kodiak Talent Group is an executive recruiting agency specializing in VP and C-level placements for high-growth tech and private equity companies in the US and Canada.

Industry
Consulting & Professional Services
Team
52 executive search consultants
Based in
Toronto, ON & Chicago, IL
Rolled out in
2 weeks
Candidate submissions per recruiter
5.2xExecutive recruiters booked 78 weekly candidate interviews without a single email exchange
  • 5.2xWeekly candidate interviewsPer recruiter, jumping from 15 to 78 interviews completed weekly
  • 0 hrsEmail ping-pong per placementCandidates self-schedule initial screenings and client presentation slots in one click
  • 14 daysFaster time to placementFrom candidate headhunting outreach to signed client executive employment offer
01

The scheduling problem at Kodiak Talent Group

Recruiters spent over 30% of their day manually emailing executive candidates to coordinate 30-minute screenings and multi-stakeholder interviews with client hiring committees.

  • Recruiters spent 2.5 hours per day writing calendar availability emails
  • High-demand executive candidates dropped out during slow scheduling exchanges
  • Difficulty coordinating 3-way interviews between candidate, recruiter, and client executive
Compared against: Q3 2025 recruiter efficiency benchmarking
02

What Kodiak Talent Group set up in Caletus

Kodiak deployed Caletus personalized booking links across all LinkedIn messages, cold outreach emails, and client intro templates, with Bullhorn ATS synchronization.

  • Personalized multi-duration screening links
  • Multi-host collective client interview pages
  • LinkedIn outreach link integration
  • Automated calendar buffer management
Rollout
  1. Week 1
  2. Week 2 · live
Recruiters created 15-minute intro screen links and 45-minute in-depth assessment links. Multi-host collective links were configured to allow candidates to book interviews directly with both the recruiter and hiring executive.
03

The results at Kodiak Talent Group

Placement volume surged by 62% in the subsequent half-year, while recruiter administrative time dropped by over 12 hours weekly per consultant.

  • Recruiter administrative scheduling timeHow: Internal activity time-tracking auditFell from 13.5 hours per recruiter/week to under 45 minutes
  • Candidate outreach-to-interview conversionHow: Bullhorn ATS response and meeting analyticsConversion from initial response to booked call rose from 24% to 58%
  • Average days to search completionHow: Executive mandate delivery duration recordsCompressed from 56 days to 38 days across 120 client searches
In executive search, speed is everything. If you wait 48 hours to find a mutually free slot with a passive VP candidate, another agency will get them first. Caletus enabled our recruiters to secure interviews on the first touchpoint.
Marcus SterlingMarcus SterlingManaging Director, Kodiak Talent Group
If you remember three things

What other teams can learn from Kodiak Talent Group

  1. Providing immediate self-scheduling in first-touch outreach increases executive candidate conversion dramatically.
  2. Multi-host collective links remove third-party scheduling friction between client committees and candidates.
  3. Eliminating scheduling admin allows recruiters to focus on sourcing, vetting, and closing top talent.

The Caletus features Kodiak Talent Group used

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