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Salary: USD 95,000 - 110,000 / annual
Atoms is building Physical AI—real-world robots for industries including food, mining, and transport. The company integrates hardware, software, AI, operations, manufacturing, and real estate to deploy and operate intelligent machines at scale.
As Executive Recruiting Coordinator, you will lead the end-to-end candidate experience for executive-level searches, managing every touchpoint from initial scheduling through post-interview coordination. You will schedule and coordinate complex, high-priority executive interviews across global time zones, handling VIP availability, logistics, and discretion with flawless execution.
Key responsibilities include:
- Managing end-to-end executive candidate travel and visit logistics: flights, ground transportation, premium lodging, office access, executive meals, and day-of coordination to ensure seamless, memorable experiences.
- Partnering with executive assistants across Atoms leadership to navigate competing priorities, executive schedules, and sensitive timing with professionalism and strong relationship-building.
- Preparing one-pagers, candidate briefings, interviewer prep materials, and talking points for hiring managers and panel members ahead of executive interviews.
- Orchestrating recruiting events, dinners, and in-person engagement activities that reflect Atoms' brand and create lasting impressions with top executive talent.
- Owning data accuracy and process hygiene in Greenhouse, proactively identifying discrepancies, tracking executive search pipeline health, and maintaining clean records.
- Troubleshooting complex logistics, travel disruptions, schedule conflicts, and last-minute changes with composure, judgment, and creative problem-solving.
- Partnering across Recruiting, Workplace, Travel, Finance, IT, and external vendors to resolve operational challenges and continuously refine the executive candidate experience.
You will work onsite in San Francisco five days per week as part of a small, high-impact team where your professionalism, attention to detail, and sound judgment are critical to attracting and securing exceptional talent.
REQUIREMENTS:
- 4+ years of experience as an Executive Assistant, Recruiting Coordinator, Chief of Staff, executive recruiting support, or similar high-touch, C-suite-facing role. Experience supporting executive hiring, onsite logistics, or high-stakes candidate engagement strongly preferred.
- Polished written and verbal communication skills; you represent Atoms to executives, candidates, and external vendors with excellence in presentation, tone, and professionalism.
- Demonstrated ability to build and maintain relationships with executive assistants, senior leaders, and external partners; navigate organizational hierarchies, competing priorities, and ego with tact and respect.
- Excellent judgment and discretion; executive searches are sensitive and require confidentiality, tact, and knowing when to speak up and when not to.
- Strong proficiency with Greenhouse or similar ATS platforms. Travel and logistics systems (Navan, Workday Expenses, etc.) and scheduling tools (GoodTime, Calendly) a plus.
- Proactive problem-solver who owns processes end-to-end; spot process gaps, anticipate needs, and drive improvements independently.
- Detail orientation and organizational mastery; keep complex multi-threaded searches on track, manage dozens of variables (dates, flights, preferences, dietary restrictions, prep materials), and catch errors before they become problems.
- Comfort with ambiguity and change; executive searches move fast, priorities shift, and last-minute requests are normal.
- Service-minded, collaborative attitude grounded in respect for others' time and priorities; view your role as a force-multiplier for leaders and hiring managers.
NICE TO HAVE:
- Experience supporting executive onsite visits, offsites, or board meetings.
- Background in EA, Chief of Staff, or similar strategic support roles.
- Familiarity with retained search, venture recruiting, or talent acquisition at senior levels.
- Experience recruiting for technical, operations, or founding-team roles.
