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executive assistant/office manager

office coordinator

Opensity solutions

<div>Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best. 
Join a prestigious Am Law 100 firm as a Legal Workplace Experience Coordinator, where you will play a key role in delivering exceptional administrative and operational support in a high-touch, client-focused environment. This position requires a proactive professional who thrives working independently while ensuring seamless day-to-day office operations and elevated client experience.
Position Overview
In this role, you will provide comprehensive front-of-house and administrative support, including reception, office services, hospitality coordination, and facilities assistance. You will serve as a critical point of contact for clients, visitors, and internal staff, ensuring professionalism and efficiency at every interaction.
This is a single-person site requiring a professional with a proactive, &ldquo;can-do&rdquo; attitude and strong problem-solving skills who can independently manage the day-to-day office operations. The ideal candidate will have prior experience working within a law firm or corporate office environment and demonstrate the ability to adapt quickly in a client-facing setting.
Additional responsibilities include assisting with new site setup, supporting office organization and operational readiness, and ensuring a seamless workplace experience for both employees and guests.<ul><li>
Position: Legal Workplace Experience Coordinator</li><li>
Location: San Francisco, CA 94105</li><li>
Shift: Monday &ndash; Friday, 8 am &ndash; 5 pm</li><li>
Pay rate: $35/hr</li></ul>
Key Responsibilities<ul><li>
Serve as the first point of contact by managing front desk operations and greeting visitors with professionalism and discretion</li><li>
Deliver a high-end client experience, ensuring all interactions reflect the firm&rsquo;s standards of excellence</li><li>
Collaborate closely with firm staff to support front office operations and daily workflow</li><li>
Answer and direct incoming calls promptly; take accurate, detailed messages when necessary</li><li>
Provide administrative support including invoice processing, credit card reconciliation, and special projects</li><li>
Manage multiple priorities independently while maintaining a high level of accuracy and attention to detail</li><li>
Monitor and maintain office supply inventory; coordinate timely ordering of supplies</li><li>
Utilize Microsoft Office (Word, Excel, Outlook) to create, edit, and manage documents and communications</li><li>
Maintain a clean, organized, and professional reception and lobby area</li><li>
Coordinate hospitality services, including catering orders, meeting room setup/breakdown, and room reservations</li><li>
Troubleshoot issues proactively and implement effective solutions</li><li>
Communicate clearly and professionally, both verbally and in writing</li><li>
Organize and maintain files, records, and document management systems</li><li>
Foster a positive, collaborative work environment through strong interpersonal skills</li><li>
Perform additional administrative and operational duties as needed</li></ul>
Qualifications &amp; Requirements<ul><li>
High school diploma or GED required</li><li>
Minimum of 1 year of experience in a law firm or professional services environment.</li><li>
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)</li><li>
Strong communication and relationship-building skills</li><li>
Exceptional organizational skills with the ability to multitask effectively</li><li>
Demonstrated professionalism, discretion, and problem-solving ability</li><li>
Ability to lift and move up to 40 lbs. and transport materials using a wheeled cart (up to 75 lbs.)</li><li>
Ability to stand, sit, walk, bend, or kneel for extended periods as required</li><li>
Regular and sustained attendance in office 8-5</li><li>
Business Professional</li></ul>
Opensity Solutions, provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.
#LI-SS1
Opensity is an Equal Opportunity Employer.
We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.
Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.
Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.</div>

Legal Workplace Experience Coordinator

NUTRIMED INTERNATIONAL LLC

Location: United States Job Type: Full-Time / Part-Time Work Arrangement: Fully Remote<h2>Position Overview</h2>We are seeking a highly organized and detail-oriented Remote Administrative Coordinator to provide administrative support and coordinate daily business operations in a virtual environment. This position plays an important role in maintaining efficient workflows, managing schedules, organizing documentation, and supporting communication between internal teams and external partners.The ideal candidate is proactive, dependable, and capable of managing multiple priorities independently while maintaining professionalism, accuracy, and strong organizational standards in a remote setting.<h2>Key Responsibilities</h2><ul><li>Coordinate daily administrative activities and support business operations remotely.</li><li>Manage calendars, meetings, appointments, and scheduling requirements.</li><li>Prepare, organize, and maintain digital documents, reports, and records.</li><li>Monitor emails, respond to inquiries, and support internal communications.</li><li>Coordinate projects, track assignments, and follow up on deadlines.</li><li>Maintain accurate databases, spreadsheets, and electronic filing systems.</li><li>Assist with preparing reports, presentations, and operational documentation.</li><li>Process administrative requests, invoices, expense documentation, and related records.</li><li>Support virtual meetings by preparing materials and documenting action items.</li><li>Collaborate with departments to improve administrative processes and workflow efficiency.</li><li>Assist with employee onboarding coordination and team support activities.</li><li>Maintain confidentiality of company information and sensitive documents.</li></ul><h2>Qualifications</h2><ul><li>High school diploma or equivalent required; associate or bachelor’s degree preferred.</li><li>2+ years of experience in administrative support, office coordination, operations, or a related field.</li><li>Strong organizational and time management skills.</li><li>Excellent written and verbal communication abilities.</li><li>Strong attention to detail and ability to maintain accuracy.</li><li>Ability to prioritize tasks and meet deadlines with minimal supervision.</li><li>Proficiency with Microsoft Office Suite, Google Workspace, and online collaboration tools.</li><li>Comfortable working independently in a fully remote environment.</li></ul><h2>Preferred Qualifications</h2><ul><li>Previous remote administrative experience.</li><li>Experience supporting managers, executives, or cross-functional teams.</li><li>Familiarity with project management tools and digital workflow platforms.</li><li>Strong problem-solving skills and ability to take initiative.</li><li>Experience managing confidential business information.</li></ul><h2>Required Skills</h2><ul><li>Remote Administrative Support</li><li>Calendar &amp; Schedule Management</li><li>Document Management</li><li>Data Entry &amp; Reporting</li><li>Digital Communication</li><li>Task Coordination</li><li>Organization &amp; Time Management</li><li>Microsoft Office &amp; Online Collaboration Tools</li><li>Attention to Detail</li></ul><h2>Remote Work Requirements</h2><ul><li>Reliable high-speed internet connection.</li><li>Dedicated professional workspace.</li><li>Computer/laptop capable of supporting business applications.</li><li>Ability to communicate effectively through email, messaging platforms, and video meetings.</li><li>Ability to manage workload independently and maintain productivity remotely.</li></ul><h2>Why Join Us</h2><ul><li>Fully remote work environment.</li><li>Flexible full-time and part-time scheduling options.</li><li>Professional development and career growth opportunities.</li><li>Supportive and collaborative virtual team culture.</li><li>Opportunity to contribute to efficient business operations from anywhere in the United States.</li></ul>

Remote Administrative Coordinator

Stifel

<div>Why Stifel:
<div>
Stifel strives for a culture that puts its clients and associates first: a culture where everyone belongs, everyone is welcome, and everyone contributes to the success of our clients, their careers, and the firm as a whole.</div><div></div><div> 
Let&rsquo;s talk about how you can find your place here at Stifel, where success meets success.</div>
What You'll Be Doing:
<div>
The Operations Coordinator performs the daily cashiering and operational functions for the branch office. The Coordinator is also responsible for liaising between the branch and home office on operational matters as well as providing overflow support to other branch associates.</div>
What We're Looking For:
<ul><li>Perform daily cashiering functions for the branch related to incoming deposits of checks and securities, outgoing wires and checks.</li><li>
Execute routine operational functions including margin notifications and resolution, processing corporate reorganization (reorg) selections, and handling account transfer requests.</li><li>
Liaise between the branch and home office for all operational matters that arise and communicate the impact to branch personnel.</li><li>
Provide overflow support for the daily operation of the Financial Advisors� businesses not limited to opening client accounts, preparing and processing investment documentation, facilitating outgoing check requests and other disbursements, and maintaining current client information.</li><li>
Maintain accurate and complete account and trade records/files as required by Firm policy and industry regulation.</li><li>
Identify matters that require escalation including suspicious activity, customer complaints, trading errors, and violation of industry regulation or Firm policy.</li></ul>
What You'll Bring:
<ul><li>Effectively collaborate and work as a team with a diverse group of individuals.</li><li>
Ability to organize large amounts of information and prioritize workload to meet deadlines.</li><li>
Basic understanding of the Financial Services industry.</li><li>
Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to practical problem solving</li></ul>
Education &amp; Experience:
<ul><li>Minimum Required: High School Diploma or equivalent experience</li><li>
Minimum Required: 1+ years� Administrative experience</li></ul>
Licenses &amp; Credentials:
<ul><li>Minimum Required: None</li></ul>
Systems &amp; Technology:
<ul><li>Proficient in Microsoft Excel, Word, PowerPoint, Outlook</li></ul>
Compensation Range: Salary: USD $51,300.00/Yr. - USD $68,400.00/Yr.
 
 
Actual salaries may vary, and may be based on several factors, including but not limited to each candidate&rsquo;s qualifications, skills, and overall competencies for the position. The base salary is one component of Stifel&rsquo;s overall compensation package for each individual employee. Other benefits and offerings include, but not limited to, discretionary bonuses, health / dental / vision / prescription insurance offerings, Stifel Total Health Connect, flexible spending accounts, tuition &amp; certification assistance programs, paid time off, and much, much more! To view a more comprehensive list of Stifel&rsquo;s current offerings, please visit https://www.stifel.com/careers/benefits. Applications are accepted until the position is filled. About Stifel:
<div>
Stifel is more than 130 years old and still thinking like a start-up. We are a global wealth management and investment banking firm serious about innovation and fresh ideas. Built on a simple premise of safeguarding our clients&rsquo; money as if it were our own, coined by our namesake, Herman Stifel, our success is intimately tied to our commitment to helping families, companies, and municipalities find their own success.</div><div></div><div> 
While our headquarters is in St. Louis, we have offices in New York, San Francisco, Baltimore, London, Frankfurt, Toronto, and more than 400 other locations. Stifel is home to approximately 9,000 individuals who are currently building their careers as financial advisors, research analysts, project managers, marketing specialists, developers, bankers, operations associates, among hundreds more. Let&rsquo;s talk about how you can find your place here at Stifel, where success meets success.</div><div></div><div> 
At Stifel we offer an entrepreneurial environment, comprehensive benefits package to include health, dental and vision care, 401k, wellness initiatives, life insurance, and paid time off.</div><div></div><div> 
Stifel is an Equal Opportunity Employer.</div></div>

Operations Coordinator

Kendo Brands, Inc

<div>ABOUT KENDO
Kendo Holdings, Inc. is a San Francisco-based beauty brand developer and wholesaler owned by LVMH Mo&euml;t Hennessy - Louis Vuitton, the world's largest luxury group. A play on the words &ldquo;can do&rdquo;, Kendo has become the hub of creativity and next generation beauty product development for global Sephora channels and selective retailers outside of Sephora.

Through original development, collaborations and acquisitions the Kendo stable of brands will always be creative, inspiring and innovative. A dynamic engine of speed, expertise and market-savvy, the Kendo team continues to redefine the beauty industry through great product, great storytelling, great retail and direct-to-consumer partnerships. This shows up in everything we do and in what we stand for:
<ul>
<li>&ldquo;Can Do&rdquo; Spirit: We work together to make our wildest dreams a reality: As entrepreneurs, we embrace optimism and find creative ways to reach our goals</li>
<li>Advocacy, Diversity, and Inclusion: We recognize and celebrate the full spectrum of personal identities. We create safe spaces so everyone's voice is heard. We listen with humility and act with courage.</li>
<li>Storytelling: We tell authentic stories like no, one else. It's our key to inspire trust and build relationships, rallying, our people, partners, and consumers around our brands.</li>
<li>Resilience: We embrace challenges as opportunities. Change is ever- constant, and agility is our strength.</li>
<li>Product Excellence: We put the consumers first: We constantly raise the bar to create products of the highest quality that everyone just has to have.</li>
</ul>
The salary range for this position is $33.50 - $37.25 per hour. Offered salary is dependent upon experience and San Francisco location. This is a hybrid role based in our downtown San Francisco office &ndash; Tues through Thursday in-office, with Monday and Friday remote.

Kendo Total Rewards offerings also include an annual bonus and a comprehensive benefits package including: medical, dental and vision insurance, flex paid time off program, parental leave, employee discount/perks, a retirement plan with employer contributions, Summer Fridays, opportunity to work from anywhere for two weeks during the calendar year and December wellness/shutdown week for applicable positions.

The Kendo house of brands currently includes: Fenty Beauty, Fenty Skin, Fenty Eau de Parfum, Fenty Hair, Ole Henriksen, Lip Lab.

SUMMARY

The Global Brand Management Coordinator will be responsible for assisting the Global Brand Management team in all brand efforts and serves as a key contact for Kendo cross-functional teams. This role requires strong organizational skills, attention to detail, creative problem-solving, the ability to meet tight deadlines, and effective communication skills. This is a full-time position based in our San Francisco office, reporting directly to the Brand Manager.
RESPONSIBILITIES
<ul>
<li>Support the Global Brand Management team with day-to-day product strategy efforts, including managing product samples, conducting competitive analysis and consumer insights research, pricing strategy, etc.</li>
<li>Responsible for sample and office management; track, organize, and distribute product samples to internal and external contacts, and manage processes for photoshoots and meetings.</li>
<li>Maintain all master documents to ensure accuracy, including the Fenty product launch calendar, regional animation tracker and item master data.
</li><li>Support team with business recaps including product sales analysis, monthly trend reports, and deep dives.</li>
<li>Assist in developing and kicking off creative briefs for digital assets.</li>
<li>Support team with distribution of digital assets and copy to international counterparts.</li>
<li>Coordinate monthly team meeting management and recaps, including scheduling, note-taking, and assisting with the agenda.</li>
<li>Assist in developing brand presentations and product strategy decks.</li>
<li>Maintain effective communication with cross-functional teams: Product Development, Packaging, Marketing, Creative, Planning, Education, and Visual Merchandising.</li>
<li>Perform miscellaneous administrative tasks, including expense reports, placing POs, shipping, printing documents, meeting preparation, scheduling meetings, and note-taking.</li>
<li>Strong ability to maintain and meet deadlines on multiple, concurrent projects.</li>
</ul>
REQUIREMENTS
<ul>
<li>Passionate about beauty.</li>
<li>Bachelor's degree or equivalent experience, plus 1-2 years of relevant job experience, preferably in brand management, marketing, merchandising, beauty/fashion.</li>
<li>Must have proficiency with MS Office, including PowerPoint and basic Excel functions, and Outlook.</li>
<li>Strong verbal and written communication skills.</li>
<li>Strong organizational and time management skills with keen attention to detail; able to handle multiple priorities.</li>
<li>Strong problem-solving and analytical skills.</li>
<li>Ability to work in a fast-paced, often-changing environment.</li>
<li>Motivated self-starter; able to be resourceful and work independently.</li>
<li>Team player with a personable, &ldquo;can-do&rdquo; positive attitude and eager to learn.</li></ul></div>

Global Brand Management Coordinator – Fenty Beauty

Decagon

<div>About Decagon
Decagon is the leading conversational AI platform empowering every brand to deliver concierge customer experiences.
Our technology enables industry-defining enterprises like Avis Budget Group, Block&rsquo;s Cash App and Square, Chime, Oura Health, and Hunter Douglas to deploy AI agents that power personalized, deeply satisfying interactions across voice, chat, email, SMS, and every other channel.
We&rsquo;re building a future where customer experiences are being redefined from support tickets and hold music to faster resolutions, richer conversations, and deeper relationships. We&rsquo;re proud to be backed by world-class investors who share that vision, including a16z, Accel, Bain Capital Ventures, Coatue, and Index Ventures, along with many others.
We&rsquo;re an in-office company, driven by a shared commitment to excellence and velocity. Our values &mdash; Just Get It Done, Invent What Customers Want, Winner&rsquo;s Mindset, and The Polymath Principle &mdash; shape how we work and grow as a team.
About the Team
Every great engineering team starts with exceptional hiring. As a Recruiting Coordinator on our Engineering Recruiting team, you&rsquo;ll play a critical role in helping Decagon hire the engineers building the future of AI.<div></div> 
About the Role
You&rsquo;ll partner closely with recruiters, engineering leaders, and interviewers to orchestrate a seamless hiring experience for some of the world&rsquo;s top technical talent. From coordinating complex interview loops to helping us continuously improve our recruiting operations, you&rsquo;ll be at the center of one of the company&rsquo;s most important functions.
This role offers a unique opportunity to learn how world-class engineering recruiting operates inside one of the fastest-growing AI companies. You&rsquo;ll work alongside experienced recruiters, engineering leaders, gain exposure to the full hiring lifecycle, and build a strong foundation for a long-term career in Talent.
In this role, you will<ul><li>
Own end-to-end interview coordination and scheduling with precision and care, managing complex, high-volume calendars across candidates, interviewers, and leadership.</li><li>
Champion a white-glove candidate experience from first touch to close.</li><li>
Build trust through clear, proactive communication with candidates, interviewers, hiring teams, and cross-functional partners across People/HR, EA team, Workplace, and Finance.</li><li>
Partner closely with recruiting and hiring stakeholders to proactively solve scheduling challenges and keep hiring momentum high.</li><li>
Maintain exceptional attention to detail across scheduling systems and recruiting tools, ensuring information is accurate and processes are executed flawlessly.</li><li>
Track scheduling timelines and SLAs, surfacing trends and risks to recruiters and hiring managers to keep stakeholders informed.</li><li>
Help elevate the team's coordination practices by identifying opportunities to streamline workflows, leverage AI and improve the candidate experience at scale.</li></ul>
Your background looks something like this<ul><li>
Bachelor&rsquo;s degree in any field.</li><li>
Experience in a fast-paced, high-performing environment.</li><li>
Highly organized with exceptional attention to detail.</li><li>
Strong written and verbal communication skills.</li><li>
Comfortable navigating ambiguity and solving problems proactively.</li><li>
Dependable, resourceful, and known for following through on commitments.</li><li>
Excited to build a career in engineering recruiting.</li></ul><div></div> 
Even better if you have<ul><li>
Experience with Ashby or another applicant tracking system (ATS).</li><li>
Experience coordinating recruiting or supporting engineering or technical teams.</li><li>
Experience working at a high-growth startup.</li><li>
Experience using AI tools to streamline workflows or improve operational efficiency.</li></ul>
Compensation
$90 - $110k + equity 
Benefits
We proudly offer the following benefits for our full-time employees:<ul><li>
Take what you need vacation policy (subject to local requirements; UK employees receive 25 days of statutory leave)</li><li>
Medical, Dental, and Vision benefits for you and your family</li><li>
Life Insurance and Disability Benefits</li><li>
Retirement Plan (e.g., 401K, pension)</li><li>
Parental Leave</li><li>
Fertility and family building benefits through Carrot</li><li>
Daily lunches and snacks in the office to keep you at your best</li></ul>
These benefits are described in more detail in Decagon&rsquo;s policies, may vary by location, and can change at any time according to applicable compensation and benefits plans.
Compensation Range: $90K - $110K</div>

Technical Recruiting Coordinator

Hotwire

<div>Company Description 
We are the global communications and marketing consultancy that powers the world's most innovative tech brands. We are a group of expert communicators who are fanatical about tech and are here to help businesses ignite their possibilities. Our local experience and global scale allow us to deliver bold but pragmatic comms guidance to tech companies all over the world.
When you work with us, we connect and support you in a way that allows you to achieve limitless success and career growth. We are curious, ambitious and connected, but most of all we are one team working together to be the global alternative.
It's all about tech
We're fanatical about technology. Our tech understanding, experience, and network help spark audience curiosity across all aspects of communications, branding and digital marketing. At Hotwire, we aim to be the best consultancy our clients and our people will ever work with. At the heart of this ambition is our belief that you can achieve limitless success when working with Hotwire. We build this belief on three core pillars:<ul><li>
We build our business with you 
Together, we work with you to ignite possibility. We do so by creating an environment that drives careers, provides the best employee experiences and builds expertise to shape the world we live in. It's our mission to be the most inspiring consultancy you'll ever work with.</li><li>
We are connected in every sense 
Our global network brings together different cultures from our global offices, top minds, ideas, and expertise worldwide. Our teams deliver bold but pragmatic integrated comms guidance as one consistent team.</li><li>
We offer a different sort of consultancy experience 
Our campaigns are data-driven and created for impact. Our insight-led thinking and strategic know-how allows us to create work that makes people sit up and take action. And we have fun doing it.</li></ul> 

Job Description 
We're looking for a proactive and highly organised People &amp; Culture Coordinator to join our People &amp; Culture team. This is a fantastic opportunity for someone who thrives in a fast-paced environment, enjoys bringing structure to busy workloads, and takes pride in delivering exceptional work.
As a key member of the team, you'll support a broad range of People &amp; Culture initiatives and day-to-day operations, helping to create a seamless employee experience across the business. You'll be someone who loves staying organised, has exceptional attention to detail, and enjoys seeing projects through from start to finish.
You'll be confident working autonomously while collaborating with stakeholders across the business. Trusted with sensitive information, you'll demonstrate professionalism, discretion and integrity at all times. You're a natural relationship builder who communicates well, takes initiative, and is always looking for ways to improve processes and contribute to the team's success.
Most importantly, you're curious, eager to learn, and excited to take on new challenges. You enjoy being part of a collaborative, people-focused culture where no two days are the same.
If you're passionate about people, thrive on organisation, and are looking to build your career within a supportive and energetic team, we'd love to hear from you. 
Responsibilities include supporting the full employee lifecycle from day-to-day P&amp;C Operations:
<ul><li>Support the recruitment process by posting roles, scheduling interviews, preparing offers</li><li>
Own weekly recruiting progress and system updates in Smartrecruiters</li><li>
Assist in the creation of various forms, documents, spreadsheets and presentations</li><li>
Help implement P&amp;C initiatives and projects</li><li>
Identify and provide recommendations to improve culture and business operations</li><li>
Coordinate new hires and contractors pre-boarding activities and onboarding schedule</li><li>
Manage the learning and development schedule and P&amp;C calendar as needed</li><li>
Assist with policy updates and regular handbook updates</li><li>
Maintain employee personnel files in company HRIS</li><li>
Assist in all employee lifecycle processes from new hire documentation and onboarding through to termination</li><li>
Communicate employee changes to the US Finance team and support with various crossover items such as payroll updates, contract addendums, new hires, exits etc.</li><li>
Collaborate with the global P&amp;C team on various initiatives including monthly reporting, events, etc.</li><li>
Utilize people admin systems (Rippling, Salesforce, Adobe Sign, Smartrecruiters, Egnyte), and pull data for reporting as needed</li><li>
Communicate with outside vendors such as Checkr, HireRight, etc. as needed</li><li>
Ensure all Company Holidays and PTO requests are up to date in Strategic Time Planner weekly</li><li>
Own all background checks and audit requests</li><li>
Own all 401k administration and transfers through Fidelity</li><li>
Manage the P&amp;C alias inbox, ensuring quick response times and escalate problems as needed</li><li>
Communicate various employee issues to P&amp;C Business Partners</li></ul> 

Qualifications 
<ul><li>
Bachelor's degree in Human Resources, Business Administration, or a related field.</li><li>
1+ years of experience in a Human Resources, People Operations, or HR Coordinator role.</li><li>
Strong HR administration and employee lifecycle support experience.</li><li>
Experience working with HRIS platforms and a genuine interest in HR technology and systems.</li><li>
Interest or exposure to Learning &amp; Development programs and initiatives.</li><li>
Experience preparing reports and analyzing HR data is a plus.</li><li>
Proficient in Microsoft Office Suite, with strong skills in Excel and PowerPoint.</li></ul>
Skills &amp; Attributes<ul><li>
Exceptional attention to detail and strong organizational skills.</li><li>
Positive, proactive, and solutions-oriented mindset.</li><li>
Excellent interpersonal, verbal, and written communication skills.</li><li>
Ability to build strong relationships and communicate effectively with employees and stakeholders at all levels.</li><li>
Confident adapting communication and influencing style to suit different audiences.</li><li>
Passion for creating a positive employee experience and supporting professional growth and development.</li><li>
Energetic, collaborative, and eager to contribute to a high-performing team.</li><li>
Comfortable managing multiple priorities in a fast-paced, dynamic environment.</li><li>
Strong sense of accountability, integrity, and commitment to delivering high-quality work and HR best practices</li></ul> 

Additional Information 
You&rsquo;ll Bring:<ul><li>
At least one prior internship experience.</li><li>
Outstanding organizational and time management skills.</li><li>
Exceptional attention to detail.</li><li>
Strong verbal and written communication skills &ndash; having an opinion is a must!</li><li>
Proficiency with general office tools and platforms such as the Microsoft Suite, Slack, and media tools.</li><li>
Ability to adapt quickly to new technologies and industry trends.</li><li>
Proactive problem-solving skills and a creative mindset.</li><li>
Strong teamwork and collaboration abilities.</li><li>
A passion for continuous learning and professional development.</li><li>
Skills in managing competing priorities and knowing how to execute and prioritize tasks effectively.</li></ul>
Comensation range $60-78k
The range listed is just one component of Hotwire&rsquo;s total compensation package for employees, which includes bonus opportunities and a variety of benefits mentioned above. Hotwire takes into consideration a candidate&rsquo;s education, training, and experience, as well as the position&rsquo;s work location, expected work to be performed, required travel (if any), external market and internal value, and internal pay alignment when determining the salary level for potential new employees. A potential new employee&rsquo;s salary history will not be used in compensation decisions.<div></div>
Hotwire is an equal opportunity employer. We are committed to fostering an inclusive, equitable, and respectful workplace where everyone can be limitless. We welcome applications from all backgrounds and do not discriminate on the basis of race, gender, disability, age, sexual orientation, religion, or any other protected characteristic. In line with UK employment law and our global DEIB values, we actively promote fair treatment and equal access to opportunities for all.</div>

People & Culture Coordinator

Lila Sciences

<div>
 
 Your Impact at LILA
 
 
 
 As a Recruiting Coordinator at Lila Sciences, you will drive the operational infrastructure behind our recruiting function, ensuring interview logistics run seamlessly across all departments, including leadership-level searches. Reporting to the Manager of Talent Operations, you will go beyond day-to-day coordination to identify process improvements, build scalable workflows, and serve as a trusted operational partner to recruiters, hiring managers, and the Director of Talent Acquisition. This is a highly visible, in-person role based in San Francisco that requires strong organizational judgment, proactive communication, and the ability to manage complexity across a fast-growing, multi-site organization.
 
 
 
 What You'll Be Building
 
 
 
 <ul>
 <li>
 Own end-to-end interview scheduling across all departments, including complex multi-site loops spanning multiple time zones and last-minute changes
 </li>
 <li>
 Design and maintain scalable scheduling workflows and coordination processes that improve efficiency as hiring volume grows
 </li>
 <li>
 Serve as the primary point of contact for candidates throughout the interview process, delivering a consistent, high-touch experience
 </li>
 <li>
 Coordinate onsite interview logistics including candidate hosting, office tours, and cross-functional collaboration with Facilities
 </li>
 <li>
 Maintain data integrity across Greenhouse and Outlook, ensuring requisitions, pipelines, and interview records are accurate and current
 </li>
 <li>
 Identify inefficiencies in recruiting operations and propose solutions that improve speed, candidate experience, and team capacity
 
 
 </li>
 </ul>
 
 What You'll Need To Succeed
 
 
 
 <ul>
 <li>
 2+ years of experience in recruiting coordination, talent operations, or a related operational role, ideally in a fast-growing tech or research environment
 </li>
 <li>
 Hands-on experience with Greenhouse or a similar ATS, including job postings, pipeline management, and reporting
 </li>
 <li>
 Demonstrated ability to manage competing priorities across multiple stakeholders without things falling through the cracks
 </li>
 <li>
 Clear, professional communication with a candidate-first mindset
 </li>
 <li>
 Proven track record of identifying workflow improvements and implementing process changes
 </li>
 <li>
 Self-starter who can build structure, solve problems independently, and stay effective when priorities shift
 
 
 </li>
 </ul>
 
 Bonus Points For
 
 
 
 <ul>
 <li>
 Experience managing complex calendars across time zones in Microsoft Outlook or similar tools
 </li>
 <li>
 Familiarity with structured interview processes, panel coordination, and debrief scheduling
 </li>
 <li>
 Prior experience supporting executive or leadership-level hiring
 </li>
 <li>
 Comfort working onsite up to 5 days a week at our San Francisco location
 </li>
 <li>
 Genuine interest in operational excellence and improving how recruiting teams work
 
 
 </li>
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 About LILA
 
 
 
 Lila Sciences is building Scientific Superintelligence&trade; to solve humankind's greatest challenges. We believe science is the most inspiring frontier for AI. Rather than hard-coding expert knowledge into tools, LILA builds systems that can learn for themselves.
 
 
 LILA combines advanced AI models with proprietary AI Science Factory&trade; instruments into an operating system for science that executes the entire scientific method autonomously, accelerating discovery at unprecedented speed, scale, and impact across medicine, materials, and energy. Learn more at www.lila.ai.
 
 
 Guided by our core values of truth, trust, curiosity, grit, and velocity, we move with startup speed while tackling problems of historic importance. If this sounds like an environment you'd love to work in, even if you don't meet every qualification listed above, we encourage you to apply.
 
 
 
 We&rsquo;re All In
 
 
 
 Lila Sciences is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.
 
 
 Information you provide during your application process will be handled in accordance with our Candidate Privacy Policy.
 
 
 
 A Note to Agencies
 
 
 
 
 Lila Sciences does not accept unsolicited resumes from any source other than candidates. The submission of unsolicited resumes by recruitment or staffing agencies to Lila Sciences or its employees is strictly prohibited unless contacted directly by Lila Science&rsquo;s internal Talent Acquisition team. Any resume submitted by an agency in the absence of a signed agreement will automatically become the property of Lila Sciences, and Lila Sciences will not owe any referral or other fees with respect thereto.
 
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Contractor, Recruiting Coordinator

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