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Outset is an AI-powered user research platform used by global brands like HubSpot, Microsoft, Uber, and Nestle to conduct qualitative research at scale. The company recently raised a $30M Series B in December 2025 and is experiencing rapid growth (8x business growth year-over-year) as enterprises adopt AI-moderated research as a new standard.
You will serve as the operational backbone of the recruiting function, managing high-volume interview coordination across multiple teams, job functions, time zones, and hiring stages. This is a fast-paced role in a tight-knit startup environment where you'll be the primary point of contact ensuring candidates have an exceptional experience while keeping the hiring pipeline moving efficiently.
Key responsibilities include:
- Coordinate and schedule a high volume of interviews, including complex panel interviews, last-minute changes, and reschedules across time zones
- Serve as primary contact for candidates, delivering timely, professional, and warm communication throughout the recruiting process
- Partner closely with recruiters, hiring managers, interviewers, and executive assistants to create seamless interview processes
- Maintain accurate candidate, interview, and hiring data in Ashby (the company's ATS)
- Prepare interview agendas, collect interviewer feedback, monitor completion, and follow up to accelerate decision-making
- Support recruiting events, hiring days, campus programs, and referral initiatives
- Coordinate candidate travel, expense reimbursements, offer logistics, background checks, and onboarding handoffs
- Identify scheduling bottlenecks and process issues; recommend and implement practical improvements
- Create and maintain recruiting documentation, templates, reporting trackers, and process guides
- Help build scalable recruiting operations that evolve with company growth
Requirements:
- 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 simultaneously 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 ability to prioritize effectively when plans change quickly
- Proactive, resourceful mindset—you anticipate issues, solve problems independently, and know when to escalate
- Comfort working with ambiguity and building processes in an environment where priorities and hiring plans may shift
- Commitment to confidentiality, inclusive hiring practices, and positive candidate experience
