Recruiting Coordinator

Generalist; San Mateo, San Francisco (CA, CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Generalist is seeking a Recruiting Coordinator to own scheduling, candidate communications, and hiring logistics for a team in San Mateo and Boston. You’ll ensure every touchpoint is thoughtful and organized, guiding candidates from first contact through final steps with warmth and clarity.

You’ll coordinate interview stages across time zones, manage travel details, and keep Ashby up to date with plans, templates, and interviewer pools. A strong customer-service mindset is essential.

Qualifications

• 1+ year coordinating interviews at high volume or equivalent
• Experience with Ashby scheduling, templates, interviewer pools
• Strong short-form writing that keeps candidates calm and informed
• Meticulous attention to names, links, and time zones
• Ability to manage competing priorities as hiring needs change
• Customer service orientation toward candidates, managers, and interviewers
• Interest in a long-term career in People, Talent, or HR
• Willingness to be in the office five days a week

Responsibilities

• Lead interview scheduling across multiple locations and time zones.
• Be the main guide for candidates throughout their journey.
• Coordinate travel and expenses for visiting candidates.
• Maintain Ashby data: plans, templates, links, and records.
• Support interviewer balance and expand the pool when needed.
• Identify bottlenecks and resolve scheduling delays proactively.
• Assist with offer logistics and day-one handoff to HR/IT.
• Maintain candidate privacy and data integrity.
• Refine recruiting tools and workflows for efficiency

Skills

Interview scheduling

Candidate experience

Ashby scheduling

Communication skills

Attention to detail

Tools

Ashby

Job description

About Generalist

At Generalist, we are on a mission to build general intelligence for the physical world and make it useful to everyone. We believe the industries and homes of the future will depend on humans and machines working together in new ways. Robots can help us build more and get more done.

We build embodied foundation models, starting with a focus on dexterity. This requires advancing the frontiers of data, models, and hardware, to enable robots to intelligently interact with the physical world.

The company embraces both large-scale AI and robotics as core to its DNA. Our team of researchers, roboticists, and company builders come from OpenAI, Boston Dynamics, Google DeepMind, and other frontier labs—with a track record of shipping AI breakthroughs. Before Generalist, we pioneered large embodied multimodal models and vision-language-action models (PaLM-E, RT-2, Gemini Robotics), launched and scaled ChatGPT and GPT-4 to hundreds of millions of users, engineered the foundations of autonomous driving, built next-generation robots (Atlas, Spot, Stretch) and pushed the limits of what they can do (from parkour to manipulation, and testing robustness).

We are an equal opportunity employer, and we do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability, genetic information, or other applicable legally protected characteristic.

About the Role

At Generalist, we build foundation models for the physical world. Across our team in San Mateo and Boston, we know that our company’s future is shaped entirely by the people who join us. That’s why we care deeply about making every candidate feel welcomed, valued, and respected from their very first conversation to their very first day on the job.

As our Recruiting Coordinator, you’ll be the heart of that candidate experience!

You will serve as our operational anchor, bringing warmth, organization, and clarity to interview scheduling, candidate communication, and overall hiring logistics. Sitting at the intersection of every team at Generalist, you'll play a vital role in building our culture and company.

You will be in the San Mateo office five days a week.

Here’s what you’ll be doing:

• Lead the scheduling of all interview stages — from initial chats and screens to full on-sites — across San Mateo, Boston, and candidate time zones using Ashby.

• Be the main guide and friendly contact for candidates throughout their journey, ensuring every touchpoint feels thoughtful, well-organized, and seamless.

• Coordinate travel and expenses for visiting candidates, ensuring flights, hotel stays, ground transit, and reimbursements are effortless for them.

• Keep Ashby running smoothly and reliably — maintaining stage accuracy, interview plans, email templates, direct-booking links, and interviewer training records.

• Support interviewer balance across our team by distributing schedules fairly and flagging early when we need to expand our interviewer pool.

• Keep pipelines flowing effortlessly by spotting potential bottlenecks, resolving delays, and troubleshooting scheduling conflicts proactively.

• Partner on offer logistics — from background checks and Ashby offer packets to sending personalized welcome notes and swag — ensuring a delightful handoff to HR and IT for day one.

• Treat candidate privacy with utmost care and discretion at every step of the process.

• Continuously refine our recruiting tools, templates, and workflows to make our interview operations increasingly efficient and candidate-friendly.

You might thrive in this role if you:

• Have 1+ year(s) coordinating interviews at volume, or comparable experience — an EA supporting several executives, or an operations role where you owned complex multi-party scheduling and the consequences of getting it wrong.

• Have worked in Ashby and know its scheduling, interview plans, templates, and interviewer pools well enough to have opinions about how they should be set up.

• Write unusually well in short forms. A reschedule email from you makes a candidate feel taken care of rather than processed, and a note to a hiring manager tells them exactly what you need in three lines.

• Are precise by disposition. Names spelled correctly, links tested before they are sent, time zones right the first time, and no interview that starts with five minutes of confusion.

• Demonstrated ability to manage competing priorities and adjust quickly when schedules shift, candidates re-route, or hiring needs change.

• Genuine customer service orientation – you treat every candidate, hiring manager, and interviewer like the most important person in your inbox.

• Interest in a long-term career in People, Talent, or HR – with curiosity about how recruiting operations scale as a company grows.

• Are energized by being in the office five days a week and want to be in the room on the days that matter.