Recruiting Coordinator

Astera Institute•Emeryville, CA

50d•$80,000 - $150,000•Onsite

About The Position

Astera is a private foundation dedicated to guiding science and technology towards a future of abundance. We are entering a period of rapid scientific and technological advancement, driven by the convergence of AI and other fields. Astera supports ambitious projects that operate like high-velocity startups, focusing on significant goals and attracting top talent. Key programs include a Residency for extraordinary scientists, Radial for biotechnology, and a Neuro-AI team focused on fundamental research for Artificial General Intelligence. We are looking for a mission-aligned Recruiting Coordinator to build and manage Astera’s recruiting engine as we scale our program teams. This role will be responsible for refining the processes that attract exceptional technologists and operators. Recruiting at Astera is highly relational, with unique challenges such as semi-annual residency cohorts and the hiring for novel roles. Reporting initially to the COO of Foundation, you will collaborate with leadership to ensure a world-class candidate experience. Your responsibilities will include managing logistics, scheduling, candidate communication, tracking systems, and continuously improving talent acquisition strategies. This role is ideal for individuals who thrive in dynamic, ambiguous environments, possess strong organizational skills, and are motivated by enabling impact through effective hiring. There is significant growth potential, with a clear path to evolve into a full-cycle recruiter.

Requirements

2+ years of experience in executive support, operations, or another role that demands exceptional organization and communication
Demonstrated ability to manage fast-moving, high-complexity scheduling and logistics across multiple stakeholders
Exceptional written and verbal communication skills, with high attention to tone and detail
Comfort navigating highly ambiguous environments and adapting to shifting priorities
Strong project management skills, including tracking tasks across multiple simultaneous hiring processes.

Nice To Haves

Experience working in early-stage or highly cross-functional teams.
Familiarity with scientific, engineering, or technical recruiting.
Strong research skills, especially for identifying talent in nontraditional places.
Experience with ATS systems (e.g., Lever, Greenhouse, Ashby, Rippling).
Experience in environments where candidate experience is a core strategic priority.

Responsibilities

Own end-to-end scheduling for all candidates
Manage timely, thoughtful communication with candidates; ensure every touchpoint reflects Astera’s values.
Prepare interviewers with relevant materials, context, and rubrics with input from hiring managers
Maintain a smooth, high-signal, low-friction interview process for both candidates and internal stakeholders.
Maintain accurate candidate records in our ATS (Ashby)
Track and report on pipeline health, bottlenecks, and operational risks
Build and refine templates, processes, and documentation to support repeatable, high-quality hiring.
Partner with hiring managers to identify top-of-funnel sources for unique technical and scientific roles
Conduct targeted outreach to residents, operators, scientists, and other high-potential candidates
Support coordination with external recruiters or advisors as needed.
Support the twice-annual Residency selection process, including scheduling interviews, managing reviewer workflows, and ensuring all materials are consistent and complete.
Support candidate logistics during finalist visits, onsite evaluations, or project deep dives.
Help ensure the Residency selection process remains high-quality even as we iterate and experiment.
Serve as backup to the office manager for front desk coverage.
Flex to “unknown unknowns” across the People & Operations stack—e.g., helping onboard new hires, assisting with event logistics for candidate days, supporting communications during peak cycles, or running special projects.
Step in to support the office manager, people operations lead, or other teammates during high-volume periods.