Recruiting Operations Specialist at Outset in San Francisco

Job description

• Application
• Outset invented a better way to do research: AI-powered user interviews.
• Global brands like Hubspot, Microsoft, Uber and Nestle use Outset to achieve deeper, qualitative insights about their users at unprecedented speed and scale.
• The research industry is massive (>$140B and growing) and ripe for disruption. Incumbents are outdated, slow, and burdened by high-cost services. That's our opportunity.
• Outset is backed by top Silicon Valley investors and raised a $30M Series B in December 2025—less than six months after our Series A—led by Radical Ventures with participation from M12 (Microsoft’s venture arm), 8VC, Y Combinator, and Adverb Ventures.
• The raise follows a breakout year, with our business growing 8x as enterprise customers across industries adopt our category, AI‑moderated research, as the new standard for understanding people.
• We’re a tight-knit team serving some of the world’s largest enterprises.
• We’re looking for a highly organized, candidate-focused Recruiting Operations Specialist to help our Talent Acquisition team run efficient, thoughtful, and scalable hiring processes.
• This role will combine day-to-day recruiting operations with hands-on support for recruiting events, including hiring events, networking events, career fairs, interview days, and employer-brand activities. You’ll keep the operational details moving behind the scenes—maintaining systems and data, supporting recruiters and hiring managers, and helping create strong candidate experiences at every touchpoint.
• The ideal candidate is detail-oriented, calm under pressure, comfortable juggling multiple priorities, and energized by making complex processes feel seamless.

Responsibilities

• Maintain accurate candidate, requisition, interview, and hiring-process data in the applicant tracking system (ATS).
• Set up and maintain job postings, interview plans, candidate communications, offer documentation, and recruiting templates.
• Monitor recruiting workflows and proactively follow up on missing interview feedback, delayed approvals, incomplete scorecards, and candidate-status updates.
• Support recruiters and hiring managers with scheduling, system questions, process guidance, and administrative needs.
• Assist with basic recruiting reporting, including pipeline activity, interview volume, candidate sources, time in stage, hiring progress, and event outcomes.
• Help maintain recruiting documentation, process guides, FAQ materials, interviewer resources, and candidate communication templates.
• Identify recurring process gaps or manual work and recommend practical improvements.
• Coordinate logistics for recruiting events, including career fairs, university recruiting, networking events, hiring events, interview days, open houses, and virtual events.
• Manage event timelines, registration, vendor communication, venue or virtual-platform details, materials, attendee lists, candidate follow-up, and post-event reporting.
• Partner with recruiters, hiring managers, employee volunteers, marketing, and external partners to ensure events are well organized and on brand.
• Prepare event materials such as signage, candidate information, talking points, swag, job collateral, interview schedules, and follow-up communication.
• Support employee volunteers and event attendees by providing clear schedules, expectations, training materials, and day-of coordination.
• Help capture, organize, and track leads and candidate information from events in Ashby
• Ensure timely follow-up with prospective candidates after events and help measure event effectiveness.
• Support continuous improvement by collecting feedback and identifying ways to improve turnout, candidate experience, conversion, and operational execution.

Requirements

• 2+ years of experience in, recruiting operations, event coordination, or related role.
• Experience coordinating multiple schedules, stakeholders, deadlines, or events in a fast-paced environment.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage competing priorities, solve problems quickly, and remain calm when plans change.
• Comfort using spreadsheets, calendar tools, video-conferencing platforms, and collaboration tools: Google Workspace, Slack, and Ashby.
• Ability to handle confidential candidate and employee information with care and discretion.
• Willingness to support occasional early-morning, evening, or travel requirements related to recruiting events, if applicable.

Skills

Required

• Recruiting operations
• Event coordination
• Organizational skills
• Attention to detail
• Time management
• Problem-solving
• Confidentiality
• Spreadsheets
• Calendar tools
• Video-conferencing platforms