Onboarding Operations Coordinator
About The Position
The People Programs team at OpenAI plays a pivotal role in creating an environment where every employee can thrive, grow, and contribute to our mission of ensuring that AGI benefits all of humanity. This expanding team develops and executes human-first strategies and programs that support our rapid growth, unique culture, and innovative spirit. Our Coaching, Learning & Development team manages programs ranging from new employee onboarding, manager development, and learning systems used across OpenAI. We’re looking for an Onboarding Coordinator to join our team for a 6-month contract with the option to extend based on business need. This person will manage logistics and communications for onboarding cohorts, special onboarding tracks, and periodic events, ensuring a seamless experience for new hires and their managers. This role supports both virtual and in-person onboarding, with a preference for candidates located in or near San Francisco. You’ll be instrumental in ensuring all facets of onboarding run smoothly — from preparing calendar invites and updating internal onboarding pages, to liaising with presenters, Workplace teams, and coordinating Slack communications. This role is ideal for someone who thrives on operational precision, is energized by helping others get started, and enjoys cross-functional collaboration.
Requirements
- 5+ years of experience in onboarding coordination, HR operations, or program coordination in a fast-paced environment.
- Strong organizational and communication skills with attention to detail and time zone complexity.
- Proficient with calendar management (Google Calendar or similar), Slack, Notion, Zoom, and related tools.
- Comfortable working independently and proactively resolving scheduling or communication issues.
Nice To Haves
- Experience supporting cross-functional or global teams is a plus.
Responsibilities
- Own day-to-day coordination of new hire onboarding: logistics, communications, scheduling, and stakeholder coordination.
- Draft and send templated communications to new hires and managers (pre-start emails, Day-1 notes, reminders).
- Manage calendar invites for orientation sessions, tech setup, leadership talks, and technical staff onboarding.
- Liaise with Facilities and AV teams to coordinate room setup and in-person logistics for onboarding events.
- Maintain and update onboarding pages in Notion/OpenHouse with current session info, dates, presenter details, and resource links.
- Support weekly onboarding sessions for Applied Engineering’s Fine Tuning for Humans program: Slack workflows, speaker coordination, in-room support, and material updates.
- Manage onboarding exceptions, remote international starts, and M&A onboarding integration with care and precision.
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What This Job Offers
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
5,001-10,000 employees
