Corporate Administrator

Hebbia AI•New York, NY

4d•Onsite

About The Position

Hebbia is looking for a dynamic, highly organized Corporate Administrator to join our team. In this multifaceted role, you'll serve as a key operational partner across talent, executive support, and workplace operations. You'll help drive an exceptional employee and candidate experience by coordinating recruiting activities, supporting executive priorities, and ensuring our New York office runs seamlessly day to day. As the backbone of our administrative operations, you'll collaborate cross-functionally with leadership, hiring managers, and employees to keep processes organized, efficient, and scalable. This is an exciting opportunity for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and is passionate about building exceptional operational experiences at a hyperscaling, top-tier VC-backed AI startup. This role is based in our SoHo office in New York City and requires working onsite five days per week.

Requirements

Bachelor’s degree in Human Resources, Business Administration, or related field.
1+ years of experience in recruitment coordination, HR, or related administrative roles.
Strong organizational skills with the ability to multitask and prioritize effectively.
Excellent communication and interpersonal skills.
Detail-oriented with a proactive approach to problem-solving and a strong bias for action.
Ability to work independently and as part of a team in a fast-paced environment.

Nice To Haves

Proficiency with Ashby is a strong plus.
Passion for technology and AI is a plus.

Responsibilities

Deliver an exceptional candidate experience from initial outreach through onboarding by managing communications, coordinating logistics, and providing timely updates throughout the hiring process.
Own end-to-end interview scheduling using Ashby and Google Workspace, coordinating virtual and onsite interviews while partnering closely with candidates, hiring managers, and interview teams to ensure a seamless process.
Assist with creating, posting, and maintaining job listings across multiple platforms, monitor application flow, and support recruiting operations by maintaining accurate candidate data and optimizing hiring workflows.
Provide dedicated administrative support to a member of the leadership team, including complex calendar management, meeting coordination, travel arrangements, and other day-to-day executive administrative needs.
Help maintain a welcoming, high-functioning office environment by managing workplace supplies, snacks and beverages, coordinating with vendors and building management, supporting facilities needs, and organizing team events, onsite interviews, and company gatherings.
Plan, coordinate, and host in-office events and employee engagement initiatives, including celebrations, happy hours, and offsite team-building events. Partner cross-functionally to create a welcoming, collaborative workplace culture and ensure events are executed seamlessly from planning through day-of logistics.