People Operations Specialist

Avomind; A distancia; EUR 40.000 - 55.000; Jornada completa

Descripción de la vacante

A forward-thinking AI firm is looking for a People Operations Specialist to manage recruitment pipelines, coordinate international team retreats, and streamline internal processes. The ideal candidate has over 4 years of experience in operations or project management, excels in logistics coordination, and possesses deep knowledge of Google Workspace. This remote position offers a unique opportunity to contribute to an innovative team shaping the future of AI, with a focus on high-quality delivery and efficient processes.

Servicios

Work with passionate AI researchers and engineers

Opportunity for leadership and growth

Quarterly team retreats across Europe

Formación

• 4+ years in Operations or Project Management roles.
• Proven track record managing complex logistics (international travel, events).
• Ability to write clear, concise documentation that leaves no room for ambiguity.

Responsabilidades

• Manage the candidate pipeline to ensure a smooth flow throughout the process.
• Research, source, and vet venues for team retreats, ensuring they meet requirements.
• Coordinate onboarding of new team members; ensuring smooth communication.

Conocimientos

Project Management

Logistics Coordination

Process Documentation

Google Workspace

Event Planning

Educación

Degree (Masters preferred)

Herramientas

Google Sheets

Notion

Applicant Tracking System (ATS)

Descripción del empleo

Our client is building the future of AI for analysts and scientists, based on a fundamentally new approach to reasoning and knowledge representation. Their team of 40 exceptional researchers and engineers – distributed across 16 countries – are tackling some of the hardest problems in AI. They’re in our R&D phase, founder‑backed, and scaling rapidly toward commercialisation.

They are looking for a People Operations Specialist to join their Operations team. You will own the operational engine behind their team's growth and culture. This is not a traditional HR role; it is a logistics and process role. You will build and manage the infrastructure that allows our client to recruit top talent, execute complex quarterly retreats, and maintain rigorous internal documentation.

Location : Remote (working hours are 09:00‑18:00 CET)

Team : People Ops (2 people total)

Requirements

What You’ll Own

Recruitment Operations

• Manage the candidate pipeline to ensure a smooth flow throughout the process.
• Identify and address any irregularities or bottlenecks in the recruiting process immediately, and elevate for action.
• Manage relationships with recruitment agencies and oversee their onboarding processes and documentation.
• Keep all hiring team members updated, coordinated, and aligned on candidate status and next steps.
• Manage the configuration and maintenance of our Applicant Tracking System (ATS) and other recruiting tools.
• Develop and maintain up‑to‑date recruiting documentation, including job ads, candidate materials, and tooling guides.

Quarterly Team Retreats

• Research, source, and vet venues for team retreats, ensuring they meet requirements.
• Monitor and coordinate all travel booking processes, including flights, ground transportation, and arrivals for team members.
• Act as the on‑site coordinator during retreats to ensure smooth execution of the event.
• Plan and oversee venue logistics, including menus, room allocation, workspace configuration, and technical equipment setup.

People Processes

• Coordinate onboarding of new team members; ensuring smooth communication and set up for their start.
• Manage the tooling and documentation of team‑facing people processes, ensuring they are accessible and up‑to‑date.
• Track and approve absence requests to ensure accurate records.
• Process reimbursement requests efficiently and accurately.

Background & Experience

Essential

• 4+ years in Operations or Project Management roles.
• Experience in a high‑performance, fast‑paced environment.
• Proven track record managing complex logistics (international travel, events).
• Experience documenting and building processes from scratch, not just following them.
• Ability to write clear, concise documentation that leaves no room for ambiguity.
• Degree (Masters preferred); in a subject that required structured thinking.

Highly Valued

• Experience planning and executing international events.
• Experience working in a fully remote, distributed team.

Technical Skills

Must Have

• Deep knowledge of Google Workspace toolset
  • Calendar resources, groups, drive permissions, and admin console settings.
• Comfortable with spreadsheet formulas and data organisation for budgets and logistics.
• Comfortable using Google Sheets for complex travel data, budget tracking, and data organisation.
• Experience with Notion, or similar documentation / project management tools.
• Experience managing recruiting pipelines in tools like Ashby, Greenhouse, or Lever.

Nice to have

• Experience with travel booking tools, such as Perk.
• Experience with Deel or similar HRIS platforms.

Operating Style

You thrive when :

• ✅ The bar for quality is extremely high.
• ✅ There is no room for logistical errors (travel, visas, bookings).
• ✅ Processes need to be built from scratch.
• ✅ You are solving complex, tangible problems.
• ✅ You are working with smart, demanding people who expect speed and accuracy.

You struggle when :

• ❌ "Good enough" is acceptable.
• ❌ Tasks are ambiguous and you prefer to wait for instructions rather than creating a plan.
• ❌ Documentation is missing or sloppy.

Operating Environment

Stakeholders

• People Ops Manager – Your partner in running a well‑oiled people operations machine.
• Founders (Co‑CEOs) – Direct access for critical decisions.
• Finance team – A team of 3 collaborating on finance, legal, and admin topics.
• External providers – Recruitment agencies, Deel (HRIS) support team, travel agents, venue hosts.

Collaboration & Tooling

• Ashby (ATS) – Recruitment pipeline.
• Google Sheets – Complex logistics and budgeting.
• Quire / Google Docs / Sheets – Task management, knowledge base and process documentation.
• Perk – Flight and accommodation booking tools.
• Deel (HRIS) – Absence policies and tracking.

Benefits

Why Our client?

Highlights

• They’re not building another SaaS tool or ad‑tech platform. They’re working on fundamental problems in AI that could reshape how machines learn and reason. If that excites you, you’ll fit right in.
• Work with researchers and engineers who are highly passionate about their work and the problems we are solving. Our intellectual bar is exceptionally high – and that extends to finance operations too.
• Pre‑revenue R&D means you’re building financial operations from scratch. No legacy mess to clean up. You’ll establish the foundation that scales to Series A, Series B, and beyond.
• Startup spirit with solid foundations.

Startup spirit

• Collaborate with the best: Join a hand‑picked team of intellectually curious people who are deeply passionate about their work.
• Make a real difference: Here, you aren’t just a cog in a big machine; at eye‑level with everyone else, your contributions directly impact the product and the team.
• Engineered for Exponential Scale: Our client is a deep‑tech venture with a significant technological moat, aimed at solving fundamental, large‑scale problems.
• Space to grow: As our client is starting to scale, there is plenty of opportunity to demonstrate leadership and take responsibility, developing organically into senior roles.

Solid foundations

• Securely funded: Fully funded by the founders, meaning our client operates without run‑rate anxiety. Their ability to set our strategy is not driven by VC demands, but purely by the team’s understanding of what moves them fastest closer to our goal.
• Focus on Product, not fundraising: Financial stability allows our client to focus on long‑term product potential, sustainable execution, and the strength of our team.
• Quality over chaos: Startups are often scrappy, but we have the stability to do things properly; our client has a high level of rigour and takes the time to build things in a solid and reliable way from the start.

Team Retreats

• Our client is globally distributed but closely connected. Every three months, they bring the whole team together in nice locations across Europe.
• They spend one week together: planning, solving problems at the white board, having fun and bonding.