Contract Recruiting Coordinator: Exec Scheduling & Hiring

Insitro; South San Francisco (CA); Hybrid; USD 131,809,000 - 143,270,000; Part time

Job summary

insitro is seeking a highly organized Recruiting Coordinator on a 3-month contract based in South San Francisco. You will manage high-volume interview scheduling, onsite logistics, and travel reimbursements while partnering with hiring managers and executives.

This role offers an in-person hybrid schedule two to three days per week and exposure to senior leadership. You should have 2+ years in recruiting coordination, experience with ATS tools (Ashby, Greenhouse, Lever), strong spreadsheet

Qualifications

• 2+ years of experience as a Recruiting Coordinator.
• High-Volume Scheduling: Experience managing multiple interview events on a calendar at the same time.
• Executive Coordination: Experience scheduling executive-level interviews in partnership with Executive Assistants.
• Recruiting Tech: Hands-on experience with an ATS such as Ashby, Greenhouse, or Lever, plus tools like scheduling assistants, JD builders, or data visualization platforms.
• Spreadsheet Skills: Working knowledge of Excel or Google Sheets.
• AI Fluency: Comfortable using AI tools such as Claude in your daily work.

Responsibilities

• Interview Scheduling: Own end-to-end interview scheduling and related meetings, including debriefs, for a high volume of candidates across teams and levels.
• Onsite Logistics: Manage candidate meetings from start to finish, whether they happen at headquarters or offsite.
• Travel & Reimbursements: Coordinate candidate travel and process expense reimbursements quickly and accurately.
• Seamless Experience: Ensure every candidate feels supported and informed at every step of the process.
• ATS Ownership: Track candidate progress in Ashby from first contact through offer, maintaining the team's data integrity.
• Tools Expert: Become a subject matter expert on Recruiting Operations tools, processes, and tech stack.
• Process Documentation: Document standard operating procedures so the team runs consistently and efficiently.
• Go-To Partner: Build strong relationships with hiring managers and selection teams, helping them solve day-to-day needs.

Skills

Recruiting coordination

Scheduling at scale

Executive coordination

Spreadsheet skills

AI fluency

Discreet & trustworthy

Tools

Ashby

Greenhouse

Lever

Job description

insitro is seeking a highly organized Recruiting Coordinator on a 3-month contract based in South San Francisco. You will manage high-volume interview scheduling, onsite logistics, and travel reimbursements while partnering with hiring managers and executives.

This role offers an in-person hybrid schedule two to three days per week and exposure to senior leadership. You should have 2+ years in recruiting coordination, experience with ATS tools (Ashby, Greenhouse, Lever), strong spreadsheet