Recruiting Coordinator

Adverb; San Francisco, Northern (CA, KY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Outset, a disruptive research platform, is seeking a Recruiting Coordinator in San Francisco to orchestrate a high-volume interview flow across multiple teams and time zones. You will safeguard a smooth candidate experience and drive efficient scheduling in a fast-changing startup.

You will partner with recruiters, hiring managers, and assistants, manage Ashby data, and prepare interview agendas while helping build scalable recruiting operations as the company grows.

Qualifications

• 1-3 years of recruiting coordination or scheduling-focused experience.
• Experience supporting high-volume hiring in a startup, fast-paced environment.
• Ability to manage many active candidates and interviews accurately and promptly.
• Strong calendar management across multiple time zones and stakeholders.
• Excellent written and verbal communication with a candidate-centered approach.

Responsibilities

• Coordinate a high volume of interviews across multiple teams, functions, and time zones.
• Own end-to-end interview scheduling, including complex panel interviews and last-minute changes.
• Partner with recruiters, hiring managers, interviewers, and assistants to streamline processes.
• Serve as primary point of contact for candidates with timely, professional communication.
• Maintain candidate, interview, and hiring data in Ashby ATS; prepare agendas and collate feedback.
• Support recruiting events, campus programs, and other high-volume talent programs.
• Coordinate candidate travel, expenses, offers, background checks, and onboarding handoffs.

Skills

Scheduling coordination

High-volume hiring support

Calendar management

Candidate communication

Recruiting coordination

Tools

Ashby

Job description

Outset invented a better way to do research: AI-powered user interviews.

Global brands like Hubspot, Microsoft, Uber and Nestle use Outset to achieve deeper, qualitative insights about their users at unprecedented speed and scale.

The research industry is massive (>$140B and growing) and ripe for disruption. Incumbents are outdated, slow, and burdened by high-cost services. That's our opportunity.

Outset is backed by top Silicon Valley investors and raised a $30M Series B in December 2025—less than six months after our Series A—led by Radical Ventures with participation from M12 (Microsoft’s venture arm), 8VC, Y Combinator, and Adverb Ventures.

The raise follows a breakout year, with our business growing 8x as enterprise customers across industries adopt our category, AI‑moderated research, as the new standard for understanding people.

We’re a tight-knit team serving some of the world’s largest enterprises.

We’re looking for a highly organized, proactive Recruiting Coordinator to help us deliver an exceptional candidate experience while supporting rapid, high-volume hiring. This person will be the operational backbone of the recruiting function - keeping interviews moving, stakeholders aligned, and candidates informed in a fast-changing startup environment.

Responsibilities

• Coordinate a high volume of interviews across multiple teams, job functions, time zones, and hiring stages.
• Own end-to-end interview scheduling, including complex panel interviews, last‑minute changes, reschedules, and candidate communications.
• Partner closely with recruiters, hiring managers, interviewers, and executive assistants to create efficient, seamless interview processes.
• Serve as a primary point of contact for candidates, delivering timely, professional, and warm communication throughout the recruiting process.
• Maintain accurate candidate, interview, and hiring data in the applicant tracking system - Ashby.
• Prepare interview agendas, collect interviewer feedback, monitor completion, and follow up to keep decisions moving quickly.
• Support recruiting events, hiring days, campus programs, referral initiatives, and other high-volume talent programs as needed.
• Coordinate candidate travel, expense reimbursements, offer-related logistics, background checks, and onboarding handoffs where applicable.
• Identify scheduling bottlenecks and recurring process issues; recommend and implement practical improvements.
• Create and maintain recruiting documentation, templates, reporting trackers, and process guides.
• Help build scalable recruiting operations that can evolve as the company grows.

Qualifications

• 1-3 years of recruiting coordination or similar scheduling-intensive experience.
• Experience supporting high-volume hiring in a startup, high-growth, fast-paced environment.
• Proven ability to manage numerous active candidates and interviews at once without sacrificing accuracy, responsiveness, or candidate experience.
• Strong calendar management skills and comfort coordinating complex schedules across time zones.
• Familiarity with Ashby.
• Excellent written and verbal communication skills, with a polished, candidate-centered approach.
• Strong attention to detail, sound judgment, and the ability to prioritize effectively when plans change quickly.
• A proactive, resourceful mindset - you anticipate issues, solve problems independently, and know when to elevate.
• Comfort working with ambiguity and building processes in an environment where priorities and hiring plans may shift.
• Commitment to confidentiality, inclusive hiring practices, and a positive candidate experience.