Recruiting Operations Manager || $150k plus Equity

Senior Recruiting Operations Coordinator | Frontier AI Lab | Palo Alto (In-Office) | $150k base plus Equity

We're looking for a Recruiting Coordinator to sit at the intersection of recruiting, leadership support, and operations. You'll be the person who makes our clients' hiring machine run, owning end-to-end interview scheduling, delivering an exceptional candidate experience, and building the systems that keep a fast-scaling startup organised.

This isn't a back-office admin role. You'll be a trusted partner to our founders and leadership team, coordinating complex multi-stage interview loops across time zones with researchers, engineers, and senior leaders. You'll be close to the action every day.

What You'll Do

• Own end-to-end interview scheduling across all open roles, coordinating multi-stage loops with founders, researchers, and engineering leaders across time zones
• Be the primary point of contact for candidates from first touchpoint through offer, you own the experience
• Manage and maintain our ATS (Ashby): candidate records, pipeline stages, bottleneck flagging, and data hygiene
• Track recruiting metrics: time-to-fill, conversion rates, interviewer utilisation, scheduling turnaround and use them to improve how we operate
• Coordinate onboarding logistics with Rippling, Checkr, and internal systems
• Support employer branding — job postings, careers page content, and event logistics
• Manage logistics for on-sites, recruiting events, and candidate travel
• Find friction in the process and fix it before anyone asks
• Flex into broader office operations and admin support as needed; this is a startup, and keeping the team running smoothly is part of the job

Who You Are

• Relentlessly organised: you can juggle 20+ open roles without dropping a detail
• Exceptional communicator: you represent our client to every candidate who walks through the door
• High urgency and ownership in a competitive talent market; speed matters, and you treat every role as the most important
• Comfortable with ambiguity; processes are still being built, and you'll help shape them
• Data-minded, you track, spot patterns, and improve
• Discreet and trustworthy, you'll handle sensitive compensation, equity, and organisational information daily
• Adaptable and eager to help wherever the team needs you
• Experience using AI tools (Claude, ChatGPT, etc.) to streamline workflows is a plus

What We Offer

• Collaborative environment at our Palo Alto office
• Base salary: Up to $150,000 depending on experience
• Equity
• Comprehensive medical, dental, and vision coverage
• Onsite gym
• Flexible time off
• 401(k) with company match
• Paid meals and snacks