Executive Recruiting Coordinator

Atoms; San Francisco (CA); On-site; USD 95,000 - 110,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Company-paid life and disability保险

401(k)

Health Savings Account (HSA)

Flexible Spending Accounts

Discretionary vacation days

8 paid holidays

Job summary

Atoms is seeking an experienced Executive Assistant/Recruiting Coordinator to manage end-to-end executive recruitment logistics in our San Francisco office. You will schedule, coordinate, and optimize high-stakes interviews across time zones, handle travel arrangements, and support hiring managers with briefing materials.

You will partner with leadership and staff to maintain discretion, build relationships, and improve processes in a fast-evolving company focused on physical AI and robotics.

Qualifications

• 4+ years of experience in an Executive Assistant, Recruiting Coordinator, Chief of Staff, or similar high-touch role.
• Experience supporting executive hiring, onsite logistics, or high-stakes candidate engagement is preferred.
• Excellent written and verbal communication; represent the company to executives and vendors with professionalism.
• Ability to build relationships with executive assistants, senior leaders, and external partners with tact and respect.
• Judgment and discretion are essential for sensitive executive searches and confidential information.
• Familiarity with Greenhouse or similar ATS; travel/logistics systems and scheduling tools are a plus.

Responsibilities

• Lead end-to-end candidate experience for executive searches—from scheduling to post-interview coordination.
• Coordinate complex, high-priority executive interviews across global time zones.
• Manage travel and visit logistics for executive candidates: flights, lodging, transport, meals.
• Partner with executive assistants to align on schedules and priorities.
• Prepare one-pagers, candidate briefings, and interview materials for hiring managers.

Skills

Executive support

Scheduling

Confidentiality

Relationship building

Communication

Discretion

ATS familiarity

Problem solving

Logistics management

Global time zones

Tools

Greenhouse

Navan

Workday Expenses

GoodTime

Calendly

Job description

Atoms is building the machines that power the next era of progress.

Over the last decade, software has transformed the digital world. But the physical world, where food is made, minerals are mined, goods are moved, and industries are run, remains far less intelligent, far less efficient, and far more constrained. We’re changing that.

Atoms builds Physical AI— real-world robots for the industries that move civilization forward, starting with food, mining, and transport. Our systems are designed to understand, predict, and control the real world with precision, turning complex physical operations into something more reliable, more scalable, and more productive.

This work requires more than robotics. It requires deep integration across hardware, software, AI, operations, manufacturing, and real estate. We don’t just build machines in a lab. We deploy them into real environments, operate them, learn from them, and improve them until they work at scale.

We are roboticists, engineers, operators, and builders. We believe the next great technology companies will not only transform information, but the physical systems that shape everyday life.

If you want to work on hard problems with real-world impact, join us.

What you’ll do

• Lead the end-to-end candidate experience for executive-level searches—from initial scheduling through post-interview coordination, ensuring every touchpoint reflects Atoms' caliber and culture.
• Schedule and coordinate complex, high-priority executive interviews across global time zones, managing constraints, VIP availability, and logistics with discretion and flawless execution.
• Manage end-to-end executive candidate travel and visit logistics; flights, ground transportation, premium lodging, office access, executive meals, and day-of coordination. Ensuring seamless, memorable experiences.
• Partner with executive assistants across Atoms leadership to navigate competing priorities, exec schedules, and sensitive timing with professionalism and strong relationship-building.
• Prepare one-pagers, candidate briefings, interviewer prep materials, and talking points for hiring managers and panel members ahead of executive interviews.
• Orchestrate recruiting events, dinners, and in-person engagement activities that reflect Atoms' brand and create lasting impressions with top executive talent.
• Own data accuracy and process hygiene in Greenhouse, proactively identifying discrepancies, tracking exec search pipeline health, and maintaining clean records that reflect our professionalism.
• Troubleshoot complex logistics, travel disruptions, schedule conflicts, and last-minute changes with composure, judgment, and creative problem-solving—escalating only when necessary.
• Partner across Recruiting, Workplace, Travel, Finance, IT, and external vendors to resolve operational challenges and continuously refine the executive candidate experience.

What we’re looking for

• 4+ years of experience as an Executive Assistant, Recruiting Coordinator, Chief of Staff, executive recruiting support, or similar high-touch, C-suite-facing role. Experience supporting executive hiring, onsite logistics, or high-stakes candidate engagement strongly preferred.
• Polished written and verbal communication skills. You represent Atoms to executives, candidates, and external vendors with every email, call, and interaction. Excellence in presentation, tone, and professionalism is non-negotiable.
• Demonstrated ability to build and maintain relationships with executive assistants, senior leaders, and external partners. You navigate organizational hierarchies, competing priorities, and ego with tact and respect.
• Excellent judgment and discretion. Executive searches are sensitive; confidentiality, tact, and knowing when to speak up (and when not to) are essential. You handle ambiguous situations and last-minute pivots with equanimity.
• Strong proficiency with Greenhouse or similar ATS platforms. Travel and logistics systems (Navan, Workday Expenses, etc.) and scheduling tools (GoodTime, Calendly) a plus.
• Proactive problem-solver who owns processes end-to-end. You spot process gaps, anticipate needs, and drive improvements independently.
• Detail orientation and organizational mastery. You keep complex multi-threaded searches on track, manage dozens of variables (dates, flights, preferences, dietary restrictions, prep materials), and catch errors before they become problems.
• Comfort with ambiguity and change. Exec searches move fast; priorities shift; last-minute requests are normal. You adapt without stress and communicate transparently.
• A service-minded, collaborative attitude grounded in respect for others' time and priorities. You view your role as force-multiplier for leaders and hiring managers.

Nice to have

• Experience supporting executive onsite visits, offsites, or board meetings.
• Background in EA, Chief of Staff, or similar strategic support roles.
• Familiarity with retained search, venture recruiting, or talent acquisition at senior levels.
• Experience recruiting for technical, operations, or founding-team roles.

Why this role matters

Atoms’ leadership team and board bring together world-class operators building the future of robotics and physical AI. Executive recruiting at Atoms is not about volume; it’s about precision, judgment, and delivering an exceptional experience at every touchpoint.

You are at the heart of that experience. Your professionalism, attention to detail, and sound judgment are critical to our success. In a small, high-impact team, your contribution extends far beyond coordination. You help us build trust, differentiate Atoms, and ultimately attract and secure the exceptional talent who will shape our future.

At Atoms, you’ll work on one of the defining challenges of our time—bringing automation into the physical world to drive real, lasting impact. We exist to uncover valuable unknown truths and turn them into progress, which means constantly pushing beyond what’s known and building what doesn’t yet exist. The work is ambitious and often challenging, but it’s grounded in a shared sense of purpose and a team committed to seeing it through together. Our work only matters if it serves others, and we know that meaningful progress depends on the trust of the people we serve and the strength of our team—so we invest in both, creating an environment where you can do your best work and grow.

What else you need to know

This role is based in our San Francisco office. Atoms is a company driven by invention and continuous change - we are constantly reimagining our industries, building new products, and refining how we operate. We do our best work together. That’s why all of our office-based teams work onsite, five days a week.

The base salary range for this role is $95,000 - $110,000 per year.

Actual compensation will be determined on an individual basis and may vary depending on experience, skills, and qualifications.

Base salary is just one part of your total rewards package. You may also be eligible for equity awards and an annual performance-based bonus.

Benefits Summary (USA Full-Time Exempt Employees):

• Medical, dental, and vision insurance (multiple plans, incl. HSA options).
• Company-paid life and disability insurance (short- and long-term).
• Voluntary insurance: accident, critical illness, hospital indemnity.
• Optional supplemental life insurance for self, spouse, and children.
• 401(k).
• Health Savings Account (HSA)
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Discretionary vacation days
• 8 paid holidays per year

Benefits are subject to change at the company's discretion.
Atoms accepts applications on an ongoing basis.

Ready to join us as we serve those who serve others?

#LI-Onsite

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Atoms’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.