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Outset is an AI-powered user research platform that helps global enterprises like HubSpot, Microsoft, Uber, and Nestle conduct qualitative research at scale. The company recently raised a $30M Series B and is experiencing rapid growth (8x business expansion) as enterprises adopt AI-moderated research as a new standard.
You will serve as a Recruiting Operations Specialist supporting Outset's Talent Acquisition team. This role combines day-to-day recruiting operations with hands-on event coordination and logistics. You'll be the operational backbone of the hiring function, ensuring smooth processes, accurate data, and excellent candidate experiences.
Key responsibilities include:
- Maintain candidate, requisition, interview, and hiring-process data in the ATS (Ashby)
- Set up and manage job postings, interview plans, candidate communications, offer documentation, and recruiting templates
- Monitor recruiting workflows and proactively follow up on missing feedback, delayed approvals, incomplete scorecards, and status updates
- Support recruiters and hiring managers with scheduling, system guidance, process questions, and administrative needs
- Generate recruiting reports on pipeline activity, interview volume, candidate sources, time in stage, and hiring progress
- Maintain recruiting documentation, process guides, FAQs, interviewer resources, and communication templates
- Identify process gaps and recommend practical improvements
- Coordinate logistics for recruiting events: career fairs, university recruiting, networking events, hiring events, interview days, open houses, and virtual events
- Manage event timelines, registration, vendor communication, venue/platform details, materials, attendee lists, 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: signage, candidate information, talking points, swag, job collateral, interview schedules, and follow-up communications
- Support employee volunteers and attendees with clear schedules, expectations, training materials, and day-of coordination
- Capture, organize, and track leads and candidate information from events in Ashby
- Ensure timely follow-up with prospective candidates post-event and measure event effectiveness
- Collect feedback and identify improvements to turnout, candidate experience, conversion, and operational execution
Requirements:
- 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, Ashby)
- Ability to handle confidential candidate and employee information with discretion
- Willingness to support occasional early-morning, evening, or travel requirements related to recruiting events
