Onsite Talent & Operations Coordinator — AI Lab (Palo Alto)

Odyssey; Palo Alto (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Odyssey is seeking a Talent & Operations Coordinator to own recruiting logistics and keep a fast-growing company running smoothly from our Palo Alto office. You will coordinate interview scheduling across time zones, support candidates with a high-touch experience, and manage onboarding and office logistics.

The role requires hands-on experience with ATS/CRM tools, strong organizational skills, and the ability to thrive in ambiguity. Office presence is expected at least three days a week.

Qualifications

• Experience in recruiting coordination, executive support, HR/people operations, or team operations.
• Experience in a high-growth startup or similarly fast-moving environment.
• Exceptional organization, time management and attention to detail, with the ability to juggle many priorities at once.
• Strong written and verbal communication skills, with a warm, professional presence with candidates, leaders and visitors.
• A strong sense of ownership. When you see a problem, your instinct is to solve it rather than figure out whose job it is.
• Comfortable operating in ambiguity, moving quickly, and building lightweight processes where none exist.
• Hands-on experience with ATS, CRM and project management tools (we use Ashby), plus Slack and calendar/email systems.
• Bonus: experience supporting founders or senior leaders.
• Bonus: event planning, office management or team-building experience.
• Bonus: experience using AI tools to make your own workflows faster and sharper.

Responsibilities

• Own interview scheduling and coordination across teams and time zones, including virtual and in-person interviews and candidate travel.
• Serve as the main Coordination point of contact for candidates, making sure every person who interviews with Odyssey has a fast, thoughtful, high-touch experience.
• Keep our ATS and recruiting workflows accurate and current, from scheduling to feedback collection to pipeline tracking.
• Partner with recruiters and hiring managers to improve recruiting processes and coordination systems.
• Run new-hire onboarding so people are set up to contribute from day one.
• Plan and coordinate team events, offsites and office logistics.
• Document internal processes, run people and operations programs, and jump into high-priority projects wherever you're needed.

Skills

Recruiting coordination

Executive support

HR operations

Team operations

Organization

Time management

Communication

Ownership

Ambiguity tolerance

AI-assisted workflows

Tools

Ashby ATS

Slack

Calendar systems

CRM

Job description

Odyssey is seeking a Talent & Operations Coordinator to own recruiting logistics and keep a fast-growing company running smoothly from our Palo Alto office. You will coordinate interview scheduling across time zones, support candidates with a high-touch experience, and manage onboarding and office logistics.

The role requires hands-on experience with ATS/CRM tools, strong organizational skills, and the ability to thrive in ambiguity. Office presence is expected at least three days a week.