Recruitment Operations Manager (Tech & Philanthropy)

EQL Tech•San Francisco, CA

About The Position

EQL Tech is a globally-connected executive search firm specializing in mission-driven organizations within tech and philanthropy. We focus on placing c-suite leaders and critical contributors for foundations, frontier tech companies, and startups. With offices in San Francisco and the UK, we have extensive networks in science and technology ecosystems across the US, Europe, and Asia. Our retained, exclusive model allows us to conduct highly specialized searches with depth, making operational quality integral to our product. We are seeking an individual to build the operational foundation of our firm. To increase the number of searches we can manage without compromising the quality our clients expect, we need to enhance our delivery processes. This role requires end-to-end ownership of process, systems, data, and candidate experience, transforming a founder-led practice into a repeatable, high-quality engine. This is a strategic role, not a coordination position, involving the design, implementation, and refinement of processes, and influencing key decisions as we develop our core product-backed services and platform. The ideal candidate will be able to ensure that from day one, every search has a clearly defined operational plan. You will work directly with the founder and senior team, with immediate ownership and direct impact on critical work. We are committed to long-term hiring and supporting individuals who elevate the firm's capabilities.

Requirements

4+ years in a role requiring exceptional structure and judgment (e.g., management consulting, strategy, chief-of-staff, operations, executive search, or in-house talent at a high-standard organization). Industry background is less important than thinking and operating style; recruitment experience is a plus but not required.
A systems-builder with experience in establishing or rebuilding processes, workflows, or operations functions, not just working within existing ones. ATS or search process experience is beneficial, but the underlying aptitude is key. Comfortable and enthusiastic about using AI to build, refine, and scale workstreams.
Exceptional organization and judgment, capable of managing multiple concurrent tasks without dropping any. Ability to make sound decisions and prioritize effectively when faced with conflicting demands.
Client-grade written communication skills, producing clear, precise, and considered documents.
High level of agency, accustomed to operating with urgency, and comfortable with ambiguity. Energized by building new initiatives.
Discretion, with the ability to handle sensitive and confidential information related to senior networks.

Nice To Haves

Exposure to frontier tech, science, or philanthropy.
Fluency with AI and tech platforms.
Genuine data fluency.
A track record at an organization recognized for operational excellence.

Responsibilities

Search operations: Manage the operational backbone of every retained search, including co-developing search strategies, preparing materials and outreach collateral, configuring the ATS, structuring pipelines, maintaining research and outreach cadence, and tracking progress against milestones from brief to onboarding. Ensure accurate and up-to-date status of all searches.
Systems & infrastructure: Own and continuously improve the firm's tooling stack. Design workflows, templates, and trackers to maximize the efficiency of a small senior team. Develop a playbook to ensure repeatable quality.
Client-grade outputs: Produce and quality-control all client-facing materials, such as search strategy overviews, marketing materials, process documents, calibration lists, search dashboards and trackers, long-lists with assessment summaries, shortlist documents, candidate write-ups, interview preparation notes, reference summaries, and status reports. Ensure all outputs reflect market-leading quality.
Candidate experience: Manage extensive correspondence, coordinate scheduling across time zones, communicate decisions and outcomes, and oversee feedback processes. Ensure all candidates, placed or not, have a positive impression of the firm, which is crucial for our reputation in referral-driven talent pools.
Data & reporting: Maintain pipeline metrics and search dashboards, manage the firm's reporting schedule, and translate search data into actionable insights for the founder and clients.
Compliance & vendor operations: Oversee data protection, candidate data hygiene, vendor onboarding, and the administrative tasks necessary for a credible cross-border operation.