Recruiting Coordinator & Executive Assistant

Harmonic•Palo Alto, CA

About The Position

Harmonic is at the frontier of AI, forging the world’s most advanced mathematical reasoning engine as the foundation for hallucination free AI. Our flagship model, Aristotle, was among the first AI models to achieve Gold-medal level performance at the International Mathematical Olympiad, the most prestigious mathematics competition in the world. Backed by some of the world's most prominent investors, we are continuing to intentionally scale our elite, talent-dense team. We are looking for a highly organized and proactive individual to join our team as a Recruiting Coordinator and Executive Assistant to our CEO. Join us to be the backbone of our executive team and the welcoming face of our recruiting processes. This role is critical to the efficiency of our executive leadership and our ability to continue to effectively grow our team.

Requirements

2+ years of experience in an administrative support role, an HR/Recruiting environment, or a combination of both.
Proven organizational skills and meticulous attention to detail.
Proven ability to manage multiple high-priority projects simultaneously.
Excellent written and verbal communication skills; comfortable interacting with senior executives and external candidates.

Nice To Haves

Experience with a modern Applicant Tracking System (ATS), such as Ashby.
Prior experience supporting C-level or VP-level executives.
Experience in a high-growth startup or tech environment.

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.