Executive Recruiting Coordinator

Atoms•San Francisco, CA

10d•$95,000 - $110,000•Onsite

About The Position

Atoms is hiring an Executive Recruiting Coordinator to deliver a high-quality candidate experience for executive-level searches. The role coordinates interviews, travel, visits, candidate materials, and recruiting events, while partnering closely with executive assistants and teams across Recruiting, Workplace, Travel, Finance, and IT. It also owns Greenhouse data accuracy and process hygiene, troubleshoots changing logistics, and helps improve the executive candidate experience. This is a high-impact role supporting Atoms’ leadership team and board as the company recruits senior talent. The position is based in Atoms’ San Francisco office. Office-based teams work onsite five days a week. The base salary range is $95,000–$110,000 per year; eligible compensation may also include equity awards and an annual performance-based bonus.

Requirements

At least 4 years of experience as an Executive Assistant, Recruiting Coordinator, Chief of Staff, executive recruiting support professional, or in a similar high-touch, C-suite-facing role.
Polished written and verbal communication skills and a high standard of professionalism in interactions with executives, candidates, and vendors.
Ability to build and maintain relationships with executive assistants, senior leaders, and external partners, while navigating competing priorities with tact and respect.
Excellent judgment and discretion, including the ability to handle confidential searches, ambiguous situations, and last-minute changes.
Strong proficiency with Greenhouse or similar applicant tracking systems.
Proactive problem-solving skills and the ability to own processes end-to-end, anticipate needs, and drive improvements independently.
Strong attention to detail and organizational skills for managing complex, multi-threaded searches and their logistics.
Comfort adapting to ambiguity, changing priorities, and last-minute requests while communicating transparently.
A service-minded, collaborative approach grounded in respect for others’ time and priorities.

Nice To Haves

Experience supporting executive hiring, onsite logistics, or high-stakes candidate engagement.
Experience supporting executive onsite visits, offsites, or board meetings.
Background in executive assistance, Chief of Staff, or similar strategic support roles.
Familiarity with retained search, venture recruiting, or senior-level talent acquisition.
Experience recruiting for technical, operations, or founding-team roles.
Experience with travel and logistics systems such as Navan or Workday Expenses, or scheduling tools such as GoodTime or Calendly.

Responsibilities

Lead the end-to-end candidate experience for executive searches, from initial scheduling through post-interview coordination.
Coordinate complex executive interviews across global time zones, accounting for availability, constraints, and logistics.
Manage executive candidate travel and visit logistics, including flights, ground transportation, lodging, office access, meals, and day-of coordination.
Partner with executive assistants to manage competing priorities, executive schedules, and sensitive timing.
Prepare candidate one-pagers, briefings, interviewer preparation materials, and talking points.
Organize recruiting events, dinners, and in-person engagement activities for executive candidates.
Maintain accurate Greenhouse records, identify discrepancies, track executive search pipeline health, and uphold process hygiene.
Resolve travel disruptions, scheduling conflicts, and last-minute changes; escalate issues when necessary.
Collaborate with Recruiting, Workplace, Travel, Finance, IT, and external vendors to address operational challenges and improve the candidate experience.

Benefits

Medical, dental, and vision insurance, including multiple plans and HSA options.
Company-paid short- and long-term life and disability insurance.
Voluntary accident, critical illness, and hospital indemnity insurance.
Optional supplemental life insurance for employees, spouses, and children.
Pet insurance discount.
401(k).
Health Savings Account (HSA).
Flexible Spending Accounts for healthcare, dependent care, and commuting.
Discretionary vacation days.
Eight paid holidays per year.
Paid sick time.
Paid bereavement leave.
Paid parental leave.
Potential eligibility for equity awards and an annual performance-based bonus.