Recruiting Operations Specialist

Outset; San Francisco, Northern (CA, KY); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Outset is seeking a highly organized Recruiting Operations Specialist to optimize our talent acquisition processes and support events from career fairs to interview days. You’ll maintain data in our ATS, craft posting and interview templates, and keep recruiters and hiring managers equipped to hire efficiently.

The role blends day-to-day operations with hands-on event support, requiring calm under pressure and excellent attention to detail. Some early-morning or travel may be needed.

Qualifications

• 2+ years of experience in recruiting operations, event coordination, or related role.
• Experience coordinating multiple schedules, stakeholders, deadlines, or events in a fast-paced environment.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage competing priorities, solve problems quickly, and remain calm when plans change.
• Comfort using spreadsheets, calendar tools, video-conferencing platforms, and collaboration tools: Google Workspace, Slack, and Ashby.
• Ability to handle confidential candidate and employee information with care and discretion.

Responsibilities

• Maintain accurate candidate, requisition, interview, and hiring-process data in the applicant tracking system (ATS).
• Set up and maintain job postings, interview plans, candidate communications, offer documentation, and recruiting templates.
• Monitor recruiting workflows and proactively follow up on missing interview feedback, delayed approvals, incomplete scorecards, and candidate-status updates.
• Support recruiters and hiring managers with scheduling, system questions, process guidance, and administrative needs.
• Assist with basic recruiting reporting, including pipeline activity, interview volume, candidate sources, time in stage, hiring progress, and event outcomes.
• Help maintain recruiting documentation, process guides, FAQ materials, interviewer resources, and candidate communication templates.
• Identify recurring process gaps or manual work and recommend practical improvements.
• Coordinate logistics for recruiting events, including career fairs, university recruiting, networking events, hiring events, interview days, open houses, and virtual events.
• Manage event timelines, registration, vendor communication, venue or virtual-platform details, materials, attendee lists, candidate follow-up, and post-event reporting.
• Partner with recruiters, hiring managers, employee volunteers, marketing, and external partners to ensure events are well organized and on brand.
• Prepare event materials such as signage, candidate information, talking points, swag, job collateral, interview schedules, and follow-up communication.
• Support employee volunteers and event attendees by providing clear schedules, expectations, training materials, and day-of coordination.
• Help capture, organize, and track leads and candidate information from events in Ashby
• Ensure timely follow-up with prospective candidates after events and help measure event effectiveness.
• Support continuous improvement by collecting feedback and identifying ways to improve turnout, candidate experience, conversion, and operational execution.

Skills

Organizational skills

Attention to detail

Calm under pressure

Tools

Google Workspace

Slack

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, candidate-focused Recruiting Operations Specialist to help our Talent Acquisition team run efficient, thoughtful, and scalable hiring processes.

This role will combine day-to-day recruiting operations with hands-on support for recruiting events, including hiring events, networking events, career fairs, interview days, and employer-brand activities. You’ll keep the operational details moving behind the scenes—maintaining systems and data, supporting recruiters and hiring managers, and helping create strong candidate experiences at every touchpoint.

The ideal candidate is detail-oriented, calm under pressure, comfortable juggling multiple priorities, and energized by making complex processes feel seamless.

Responsibilities

• Maintain accurate candidate, requisition, interview, and hiring-process data in the applicant tracking system (ATS).

• Set up and maintain job postings, interview plans, candidate communications, offer documentation, and recruiting templates.

• Monitor recruiting workflows and proactively follow up on missing interview feedback, delayed approvals, incomplete scorecards, and candidate-status updates.

• Support recruiters and hiring managers with scheduling, system questions, process guidance, and administrative needs.

• Assist with basic recruiting reporting, including pipeline activity, interview volume, candidate sources, time in stage, hiring progress, and event outcomes.

• Help maintain recruiting documentation, process guides, FAQ materials, interviewer resources, and candidate communication templates.

• Identify recurring process gaps or manual work and recommend practical improvements.

• Coordinate logistics for recruiting events, including career fairs, university recruiting, networking events, hiring events, interview days, open houses, and virtual events.

• Manage event timelines, registration, vendor communication, venue or virtual-platform details, materials, attendee lists, candidate follow-up, and post-event reporting.

• Partner with recruiters, hiring managers, employee volunteers, marketing, and external partners to ensure events are well organized and on brand.

• Prepare event materials such as signage, candidate information, talking points, swag, job collateral, interview schedules, and follow-up communication.

• Support employee volunteers and event attendees by providing clear schedules, expectations, training materials, and day-of coordination.

• Help capture, organize, and track leads and candidate information from events in Ashby

• Ensure timely follow-up with prospective candidates after events and help measure event effectiveness.

• Support continuous improvement by collecting feedback and identifying ways to improve turnout, candidate experience, conversion, and operational execution.

Qualifications

• 2+ years of experience in, recruiting operations, event coordination, or related role.

• Experience coordinating multiple schedules, stakeholders, deadlines, or events in a fast-paced environment.

• Strong organizational skills and exceptional attention to detail.

• Ability to manage competing priorities, solve problems quickly, and remain calm when plans change.

• Comfort using spreadsheets, calendar tools, video-conferencing platforms, and collaboration tools: Google Workspace, Slack, and Ashby.

• Ability to handle confidential candidate and employee information with care and discretion.

• Willingness to support occasional early-morning, evening, or travel requirements related to recruiting events, if applicable.