You're organized, detail-oriented, and energized by keeping a busy recruiting process running smoothly. You thrive on juggling multiple moving pieces without dropping a ball and communicate clearly and warmly with everyone you work with—whether that's a candidate, hiring manager, interviewer, or recruiter. You enjoy creating exceptional candidate experiences, take ownership of your work, and know how to prioritize when things get busy.
We're looking for a Temporary Recruiting Coordinator to support our Recruiting team during a period of increased hiring. In this role, you'll play a critical part in ensuring interviews are seamlessly coordinated, candidates receive a best-in-class experience, and our recruiting team can move efficiently through the hiring process.
This is a temporary position expected to last through the end of the year, with the potential for extension based on business needs, budget, and performance.
Who We Are:
The People Operations team is led by the Head of People Operations and includes three individual contributors, each playing an essential role in supporting Ai2's mission. We're a collaborative, close-knit group that values partnership, inclusivity, and a willingness to roll up our sleeves. Our small-but-mighty recruiting team consists of a Recruiter and a Recruiting + HR Specialist.
Your Next Challenge:
As our Temporary Recruiting Coordinator, you'll be responsible for keeping our hiring process organized, efficient, and candidate-focused. Responsibilities include:
- Coordinate virtual and onsite interviews from initial screen through final loop, balancing complex interviewer and candidate calendars.
- Partner with Office and IT teams to coordinate meeting room reservations and ensure seamless technical setup for presentations and events.
- Serve as the primary point of contact for candidates throughout the interview process, providing timely communication, interview confirmations, and logistical details.
- Welcome and assist candidates during onsite interviews, ensuring they have a seamless and positive experience.
- Partner closely with our recruiter and hiring managers to keep interview pipelines moving efficiently and proactively address scheduling challenges.
- Troubleshoot scheduling conflicts and last-minute changes with professionalism and creativity.
- Maintain accurate candidate records and interview data within Greenhouse, our Applicant Tracking System.
- Keeping the Greenhouse activity feed up to date for every candidate to ensure stakeholder visibility.
- Assist with job postings and other recruiting administrative tasks.
- Monitor the recruiting inbox and respond promptly to scheduling requests.
- Support recruiting projects, process improvements, and recruiting events, including onsite intern events as needed.
- Help deliver a polished, thoughtful, and welcoming candidate experience that reflects Ai2's values.
What You’ll Need:
- 1–3+ years of recruiting coordination, interview scheduling, executive support, or similar high-volume coordination experience.
- 1+ year of experience using Greenhouse or another Applicant Tracking System (Greenhouse experience is strongly preferred).
- Experience managing multiple priorities in a fast-paced environment.
- Exceptional organizational skills and meticulous attention to detail.
- Strong written and verbal communication skills.
- A customer-service mindset and the ability to build positive relationships with candidates, hiring managers, recruiters, and interviewers.
- Experience using Google Workspace (Calendar, Docs, Sheets) and Slack.
- Experience managing complex calendaring and scheduling across multiple stakeholders and time zones.
- Ability to quickly learn new systems and processes.
- Ability to maintain confidentiality and handle sensitive information with discretion.
Physical Demands and Work Environment:
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
- Must be able to remain in a stationary position for long periods of time.
- The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- The ability to observe details at close range.
- Can work under deadlines.
A Little More About Ai2:
Ai2 is a Seattle based non-profit AI research institute founded in 2014 by the late Paul Allen. Our mission is building breakthrough AI to solve the world’s biggest problems. We develop foundational AI research and innovation to deliver real-world impact through large-scale open models, data, robotics, conservation, and beyond.
In addition to Ai2’s core mission, we also aim to contribute to humanity through our treatment of each member of the Ai2 Team. Some highlights are:
- We are a learning organization – because everything Ai2 does is ground-breaking, we are learning every day. Similarly, through weekly Ai2 Academy lectures, a wide variety of world-class AI experts as guest speakers, and our commitment to your personal on-going education, Ai2 is a place where you will have opportunities to continue learning alongside your coworkers.
- We value diversity - We seek to hire, support, and promote people from all genders, ethnicities, and all levels of experience regardless of age. We particularly encourage applications from women, non-binary individuals, people of color, members of the LGBTQA+ community, and people with disabilities of any kind.
- We value inclusion - We understand the value that people's individual experiences and perspectives can bring to an organization, and we are building a culture in which all voices are heard, respected and considered.
- We emphasize a healthy work/life balance – we believe our team members are happiest and most productive when their work/life balance is optimized. While we value powerful research results which drive our mission forward, we also value dinner with family, weekend time, and vacation time. We offer generous paid vacation and sick leave as well as family leave.
- We are collaborative and transparent – we consider ourselves a team, all moving with a common purpose. We are quick to cheer our successes, and even quicker to share and jointly problem solve our failures.
- We are in Seattle – and our office is on the water! We have mountains, we have lakes, we have four seasons, we bike to work, we have a vibrant theater scene, and we have so much else. We even have kayaks for you to paddle right outside our front door. We welcome interest from applicants from outside of the United States.
- We are friendly– chances are you will like every one of the 200+ (and growing) people who work here. We do.
Ai2 is proud to be an Equal Opportunity employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. You may view the related Know Your Rights compliance poster and the Pay Transparency Nondiscrimination Provision by clicking on their corresponding links.
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact the Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.
We are committed to providing reasonable accommodations to employees and applicants with disabilities to the full extent required by the Americans with Disabilities Act (ADA). If you feel you need a reasonable accommodation pursuant to the ADA, you are encouraged to contact us at recruiting@allenai.org.
Benefits:
- Team members and their families are covered by medical, dental, vision, and an employee assistance program.
- Team members are able to enroll in our health savings account plan, our healthcare reimbursement arrangement plan, and our health care and dependent care flexible spending account plans.
- Team members are able to enroll in our company’s 401k plan.
- Team members will receive $125 per month to assist with commuting or internet expenses and will also receive $200 per month for fitness and wellbeing expenses.
- Team members will also accrue sick days per year in line with Seattle sick time requirements and twelve paid holidays throughout the calendar year.
Note: This job description in no way states or implies that these are the only duties to be performed by the team members(s) of this position. Team members will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the team member(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.