Recruiting Coordinator

Responsibilities

Candidate Experience & Coordination

• 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

Pipeline Operations & Systems

• 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

Sourcing & Research

• 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

Residency Recruiting Support

• 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

Operational Flexibility

• 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

Essential Qualifications

• 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

Preferred Qualifications

• 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

Attributes

• Relationship orientation & communication skills: You assume best intent and develop positive working relationships. You use written and verbal communication as an effective and critical tool.
• Openness to feedback: You value giving and receiving respectful, direct feedback as a cultural multiplier.
• Creative, tenacious problem solving: You see options where others see constraints, and you are energized by delighting and surprising stakeholders with thoughtful solutions.
• Mission driven mindset: You are motivated by enabling science that could reshape the future.
• Prioritization: You are committed to the deadlines you set and adept at re-prioritizing independently in an environment of constant change.
• Start-up mentality: You don’t expect to maintain strong boundaries around what “isn’t your job,” and recognize that the role you’re being hired for might evolve significantly over the course of 6-12 months.
• High standards & ownership: Your standards for excellence are exceedingly high and internally dictated. You find yourself asking, “can we do this 10x better than anyone else?” You take full responsibility of the hiring processes you own, seeking input where needed from hiring managers.
• Experimentation & bias to action: You have the courage to launch and iterate on thoughtfully designed experiments rather than obsessing over perfect plans that never launch.