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Harmonic · 1 week ago

Recruiting Coordinator & Executive Assistant

Palo Alto, CA

Full-time

Onsite

Entry, Mid Level

$85K/yr - $125K/yr

2+ years exp

Harmonic is at the forefront of AI, developing advanced mathematical reasoning engines for hallucination-free AI. The role of Recruiting Coordinator and Executive Assistant is crucial for supporting the CEO and enhancing the efficiency of the recruiting process, ensuring a positive experience for candidates and effective management of executive responsibilities.

Artificial Intelligence (AI)EdTechFoundational AISoftware

Responsibilities

Calendar Management: Manage and maintain the complex calendar of Harmonic’s CEO, including scheduling external engagements, board meetings, all while prioritizing critical internal engagements

Travel & Expense Management: Coordinate and book detailed domestic and international travel logistics (flights, accommodations, ground transportation)

Meeting Preparation: Prepare agendas, presentations, and necessary materials for executive meetings, board meetings, and external engagements

Communication: Draft, proofread, and manage internal and external communications on behalf of the executive(s)

Office Administration: Assist with general office administrative tasks, including coordinating internal events

Interview Scheduling: Own the end-to-end interview scheduling process, coordinating complex logistics across multiple time zones for candidates, interviewers, and hiring managers

Candidate Experience: Serve as the primary point of contact for candidates, ensuring a world-class, positive, and timely experience from initial contact through the offer stage

ATS Management: Maintain data integrity within the Applicant Tracking System (ATS - Ashby) by accurately updating candidate statuses, interview notes, and process workflows

Onboarding Support: Assist the People Operations team with pre-onboarding tasks, including background checks and preparing welcome materials

Recruiting Events: Coordinate logistics for recruiting events, career fairs, and intern programming as needed

Qualification

Applicant Tracking System (ATS)Organizational skillsCommunication skillsC-level executivesHigh-growth startup experienceMulti-project managementAttention to detail