Recruiting Coordinator

At Generalist, we build foundation models for the physical world. Across our team in San Mateo and Boston, we know that our company’s future is shaped entirely by the people who join us. That’s why we care deeply about making every candidate feel welcomed, valued, and respected from their very first conversation to their very first day on the job.

As our Recruiting Coordinator, you’ll be the heart of that candidate experience!

You will serve as our operational anchor, bringing warmth, organization, and clarity to interview scheduling, candidate communication, and overall hiring logistics. Sitting at the intersection of every team at Generalist, you'll play a vital role in building our culture and company.

You will be in the San Mateo office five days a week.

Lead the scheduling of all interview stages — from initial chats and screens to full on-sites — across San Mateo, Boston, and candidate time zones using Ashby.

Be the main guide and friendly contact for candidates throughout their journey, ensuring every touchpoint feels thoughtful, well-organized, and seamless.

Coordinate travel and expenses for visiting candidates, ensuring flights, hotel stays, ground transit, and reimbursements are effortless for them.

Keep Ashby running smoothly and reliably — maintaining stage accuracy, interview plans, email templates, direct-booking links, and interviewer training records.

Support interviewer balance across our team by distributing schedules fairly and flagging early when we need to expand our interviewer pool.

Keep pipelines flowing effortlessly by spotting potential bottlenecks, resolving delays, and troubleshooting scheduling conflicts proactively.

Partner on offer logistics — from background checks and Ashby offer packets to sending personalized welcome notes and swag — ensuring a delightful handoff to HR and IT for day one.

Treat candidate privacy with utmost care and discretion at every step of the process.

Continuously refine our recruiting tools, templates, and workflows to make our interview operations increasingly efficient and candidate-friendly.

Have 1+ year(s) coordinating interviews at volume, or comparable experience — an EA supporting several executives, or an operations role where you owned complex multi-party scheduling and the consequences of getting it wrong.

Have worked in Ashby and know its scheduling, interview plans, templates, and interviewer pools well enough to have opinions about how they should be set up.

Write unusually well in short forms. A reschedule email from you makes a candidate feel taken care of rather than processed, and a note to a hiring manager tells them exactly what you need in three lines.

Are precise by disposition. Names spelled correctly, links tested before they are sent, time zones right the first time, and no interview that starts with five minutes of confusion.

Demonstrated ability to manage competing priorities and adjust quickly when schedules shift, candidates re-route, or hiring needs change.

Genuine customer service orientation – you treat every candidate, hiring manager, and interviewer like the most important person in your inbox.

Interest in a long-term career in People, Talent, or HR – with curiosity about how recruiting operations scale as a company grows.

Are energized by being in the office five days a week and want to be in the room on the days that matter.