Candidate Experience Specialist

Viktor; Warszawa; On-site; PLN 180,000 - 240,000; Full time

Job summary

Viktor, Warsaw-based, is hiring a candidate experience owner to ensure every candidate has a great interview journey. You schedule interviews, coordinate onsite days, keep candidates updated, and chase feedback so hiring runs smoothly and quickly.

Reporting to the talent lead, you'll remove delays by coordinating calendars, travel, and records. You stay warm with candidates and maintain accuracy without constant reminders, writing clear, friendly English to busy people.

Qualifications

• You schedule interviews and onsite days for multiple candidates.
• Keep candidates updated throughout the process.
• Chase interviewers for timely feedback and unblock steps.
• Handle personal information with discretion.

Responsibilities

• Schedule interviews and onsite days for multiple candidates.
• Maintain candidate records and time-zone considerations.
• Follow up for feedback and unblock stalled steps.
• Run post-interview feedback surveys and close loops.

Skills

Attention to detail

Communication skills

Discretion

English writing

Prioritization

Tools

Ashby ATS

Job description

About Viktor

Viktor is the AI teammate. He lives in Slack and Microsoft Teams, connects to thousands of tools, and does real work for real companies: finance, marketing, ops, engineering. We're building the product that replaces half the SaaS stack.

The team is small. The scope is not.

The Short Version

You make sure every candidate who interviews at Viktor has a great experience. You schedule interviews, keep candidates updated, chase feedback and unblock next steps, so our hiring runs smoothly and fast. The standard is unreasonable hospitality.

What's Actually Going On Here

We're hiring fast, and a lot of onsite final rounds are coming before the end of the year. A delightful process is a win even when we don't hire the person: hopefully they spread the word. Viktor already automates a lot of the admin, and at our pace it still needs an owner.

You report to Kacper Zambrzycki, who leads talent. Recruiters and hiring managers make the hiring decisions; you remove the avoidable delays around them.

The Hard Part

Last-minute changes, conflicting calendars and busy interviewers who need chasing. You stay warm with candidates and persistent with the team, without letting accuracy slip.

What You'll Actually Do

• Schedule interviews and onsite days for several candidates at once: calendars, time zones, travel and candidate records.

• Keep every candidate updated, so they always know what happens next.

• Chase interviewers for feedback and unblock stalled steps.

• Run a short feedback survey after interviews and onsites, rejected and withdrawn candidates included, and fix what keeps coming up.

How You'll Know It's Working

• You run scheduling, candidate updates and onsite logistics without the hiring manager chasing you.

• Candidate feedback is coming in, and recurring problems get fixed.

• Every active candidate has a clear next step and owner, and we can see where candidates wait.

Who You Are

• You anticipate what people need and handle problems with care.

• You keep details accurate while coordinating several people, and close loops without being chased.

• You write clear, warm English, and follow up with busy people directly and tactfully.

• You know what needs attention first, and when to elevate instead of sending another reminder.

• You handle other people's personal information with discretion.

Recruiting experience isn't required: evidence from work, study or volunteering counts. Executive assistants, office managers and people from sales or hospitality often have it.

Probably Not a Fit If

• You wait for replies while a candidate is stuck, instead of finding another way or escalating.

• Sending the email feels like done, even if the candidate still doesn't know what's next.

• The same scheduling or record mistakes repeat, and you don't add checks to stop them.

Even Better If

• You've worked in recruiting before.

• You've used an applicant tracking system such as Ashby.

Why This Role Is Different

The candidate experience is yours to shape, process included. As you show impact, your ownership can grow into broader recruiting operations.

How we work

Small team, high trust, low process. Decisions are made by owners, not committees. You will ship your first week. You will talk to users your first day.

We don't do alignment meetings or stakeholder syncs. We build things, see if they work, and iterate.

Why Viktor

We're one of the fastest-growing companies in the world. The product works. The market is pulling.

This is a rare window: everyone here owns something real. Not a task. A surface of the company that customers depend on.

That doesn't last forever. Right now, it's still true.

Compensation

Top-of-the-market salary and the kind of ownership that only exists at this stage.

The best work happens when you're in the room. Munich, New York, Dublin, and Warsaw. Remote for some roles.