Recruiting Coordinator

Swoon; San Francisco (CA); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Swoon is hiring a Recruiting Coordinator to support OpenAI’s rapidly growing recruiting organization. This is a high-volume, fast-paced role for someone who thrives in a highly collaborative environment and can keep complex interview processes moving smoothly.

You’ll partner closely with Recruiters, Hiring Managers, Executive Assistants, and Executive Business Partners to manage interview scheduling across multiple pipelines.

Qualifications

• Hands-on Recruiting Coordinator experience supporting Engineering/technical recruiting teams is required.
• Experience managing high-volume interview scheduling in a fast-paced environment.
• Strong organizational skills and the ability to manage multiple priorities at once.
• Excellent written and verbal communication skills.
• Ability to stay calm, organized, and solutions-oriented when priorities shift.
• Strong enterprise-level Slack experience is required.
• Experience partnering with executive stakeholders and/or Executive Assistants.
• Ability to independently manage your calendar, workload, and competing priorities.
• Comfortable working in a highly collaborative and operationally complex environment.

Responsibilities

• Own end-to-end interview scheduling across multiple recruiting pipelines.
• Coordinate complex and bespoke interviews for Research and Executive-level candidates.
• Support Engineering, Product, Business, GTM, and non-technical hiring.
• Partner closely with Recruiters, Hiring Managers, EAs, and Executive Business Partners.
• Communicate professionally with candidates, interviewers, and internal stakeholders.
• Troubleshoot scheduling conflicts, interviewer declines, and last-minute changes.
• Handle scheduling fire drills with calmness, urgency, and strong problem-solving.
• Coordinate virtual and occasional onsite interviews.
• Maintain accurate candidate records and scheduling documentation.
• Help deliver a polished and welcoming candidate experience.

Skills

Recruiting coordination

High-volume scheduling

Slack expertise

Executive stakeholder partnering

Calendar management

Tools

Ashby

Guide

Slack

Job description

Work Schedule: Monday–Friday, 40 hours/week | Hybrid – 3 days onsite per week

Contract: 12-month contract to start

We are hiring a Recruiting Coordinator to support OpenAI’s rapidly growing recruiting organization. This is a high-volume, fast-paced role for someone who thrives in a highly collaborative environment and can keep complex interview processes moving smoothly.

As a Recruiting Coordinator, you’ll partner closely with Recruiters, Hiring Managers, Executive Assistants, and Executive Business Partners to manage interview scheduling across multiple pipelines. The majority of the role will focus on end-to-end interview coordination, often involving tight timelines, changing priorities, and last-minute scheduling needs.

What You’ll Do

• Own end-to-end interview scheduling across multiple recruiting pipelines
• Coordinate complex and bespoke interviews for Research and Executive-level candidates
• Support Engineering, Product, Business, GTM, and non-technical hiring
• Partner closely with Recruiters, Hiring Managers, EAs, and Executive Business Partners
• Communicate professionally with candidates, interviewers, and internal stakeholders
• Troubleshoot scheduling conflicts, interviewer declines, and last-minute changes
• Handle scheduling “fire drills” with calmness, urgency, and strong problem-solving
• Coordinate virtual and occasional onsite interviews
• Maintain accurate candidate records and scheduling documentation
• Help deliver a polished and welcoming candidate experience

What We’re Looking For

• Hands-on Recruiting Coordinator experience supporting Engineering/technical recruiting teams is required
• Experience managing high-volume interview scheduling in a fast-paced environment
• Strong organizational skills and the ability to manage multiple priorities at once
• Excellent written and verbal communication skills
• Ability to stay calm, organized, and solutions-oriented when priorities shift
• Strong enterprise-level Slack experience is required
• Experience partnering with executive stakeholders and/or Executive Assistants
• Ability to independently manage your calendar, workload, and competing priorities
• Comfortable working in a highly collaborative and operationally complex environment

Nice to Have

• Experience working in both big tech and startup environments
• Experience joining a startup as a first or early Recruiting Coordinator
• Experience supporting Engineering, Product, Research, or GTM recruiting
• Familiarity with Ashby, Guide, or similar ATS/scheduling platforms
• Experience supporting hybrid and onsite interview processes
• Ashby and other ATS platforms
• Guide and similar scheduling tools
• Heavy use of Slack
• High-volume interview coordination across 100+ interviewers
• Self-scheduling and candidate-driven scheduling workflows

Why This Role?

This is an opportunity to join a rapidly scaling recruiting organization where strong coordination directly impacts hiring velocity and candidate experience. If you enjoy high-volume scheduling, solving last-minute challenges, and keeping complex recruiting processes organized, this could be a great fit.