Talent Coordinator

About the Role

Ivo builds AI products to solve complex contracting problems for companies like Meta, Uber, IBM, Intel, DoorDash, Mitsubishi Electric, and Coinbase. We believe large language models offer an opportunity to fundamentally transform business collaboration. At Ivo, you will tackle challenging problems with high-caliber colleagues in a fast-paced environment where craftsmanship is valued.

The Opportunity: Ivo is experiencing aggressive growth, with hiring at its core. We have over 50 open roles across GTM, Engineering, Product, and international teams. As the sole Talent Coordinator, you will support all of these openings. You will be responsible for the entire coordination process of Ivo's hiring engine, including end-to-end scheduling, maintaining the ATS (Application Tracking System), owning recruiting reporting, and continuously seeking ways to enhance speed, automation, and robustness. This role extends beyond typical scheduling, acting as an executive assistant to all individuals involved in the interview process—candidates, interviewers, hiring managers, recruiters, and executives—ensuring everyone is prepared and no detail is missed. This is a demanding role for someone energized by complete ownership and dedicated to task completion.

Key Responsibilities

• Own full-cycle coordination for 50+ roles as a team of one, scheduling intro calls, hiring manager screens, panels, onsites, work trials, and executive conversations, typically within 24 hours of request. Manage dozens of calendars across time zones (SF, NY, EMEA, APAC), proactively resolve conflicts, and maintain high-volume interview flow with precision.
• Act as the EA for all stakeholders: Ensure every interviewer is informed about the candidate, role, assessment criteria, and scorecard location. Provide hiring managers and executives with necessary context without prompting. Anticipate needs, follow up on overdue items, and enhance the effectiveness of those around you.
• Prioritize candidate experience: Ensure candidates are informed of their status, next steps, and communication timelines. Deliver prompt, polished, and accurate confirmations, prep materials, reschedule notifications, travel arrangements, onsite logistics, and follow-ups. Prevent candidates from being ghosted, left waiting, or sent incorrect information.
• Maintain an airtight system: Ensure Ashby (our ATS) is accurate, with every candidate in the correct stage, interviews logged, scorecards chased, and statuses current. Relentlessly audit the pipeline to resolve stale candidates, overdue feedback, and missed next steps on the same day.
• Own recruiting reporting: Build and maintain reports for leadership on pipeline health, time-to-schedule, time-to-hire, interviewer load, offer activity, and funnel conversion by role and team. Ensure data accuracy, report consistency, and clear insights for actionable use.
• Optimize and automate relentlessly: Identify and resolve slow, repetitive, or error-prone processes through Ashby automations, templates, scheduling tools, AI tools, and improved workflows. Enhance the efficiency of all aspects of the process.
• Manage operational details: Coordinate onsites, work trials, candidate travel and relocation logistics, NDAs and work trial agreements, offer paperwork handoffs, and recruiting events.

Requirements & Tech Stack

• ATS: Experience with an ATS like Ashby is a plus.
• Productivity Tools: Fluency with Google Workspace, Slack, spreadsheets, and AI tools is required.
• Communication: Polished, professional presence with clear and careful communication.
• Mindset: Service-oriented, exceptional work ethic, calm, organized, and accountable under pressure.

Qualifications

• Experience level is open; exceptional new grads will be considered alongside experienced coordinators. What matters is a proven track record of being the most organized, most polished person in the room, whether gained through recruiting coordination, executive assistant work, or high-volume operations.
• For experienced candidates: experience in a hypergrowth organization with a lean team, accustomed to exceeding job descriptions and maintaining high quality under increasing volume and pace.
• For new grads: significant involvement in school programs and extracurriculars, holding multiple leadership roles with strong academic performance, demonstrating a consistent tendency to take on more than required and deliver.
• Exceptional attention to detail: Ability to consistently identify errors such as incorrect time zones, missing interviewers, outdated stages, and typos.
• Systems mindset: Proactive in improving processes by building systems, templates, or workflows that enhance speed or reliability.
• Comfort with data and reporting: Ability to build clean reports, identify data discrepancies, and explain findings.
• "Do what it takes" attitude: Willingness to dive into problems and solve them independently.
• Relentlessly resourceful.
• Strong internal sense of urgency, with a bias towards immediate action.
• Excited about building a company.

Compensation

• Competitive Compensation: $75K - $100K, determined by experience, expertise, and fit.
• Equity: Meaningful ownership in a fast-scaling company.
• Relocation and Visa Support: Assistance for relocation to SF, and support for visa and green card applications.
• Health & Wellness: Comprehensive medical, dental, and vision plans.
• Flexible Spending & Insurance: Access to HSA and FSA accounts, plus life insurance.
• 401(k) Program.
• Commuter Benefits.
• Unlimited PTO.
• Office Perks: Downtown San Francisco office with catered lunch, premium snacks and coffee, in-building gym, and a dog-friendly environment.