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Description
- We're building the future of AI for analysts and scientists, based on a fundamentally new approach to reasoning and knowledge representation. Our team of 40 exceptional researchers and engineers - distributed across 16 countries - are tackling some of the hardest problems in AI. We're in our R&D phase, founder-backed, and scaling rapidly toward commercialization.
- We are looking for a People Operations Specialist to join our Operations team. You will own the operational engine behind our team’s growth and culture. This is not a traditional HR role; it is a logistics and process role. You will build and manage the infrastructure that allows us to recruit top talent, execute complex quarterly retreats, and maintain rigorous internal documentation.
- Location: Remote (working hours are 09:00-18:00 CET)
- Team: People Ops (2 people total)
- 🔑 What You'll Own
- Recruitment Operations
- Manage the candidate pipeline to ensure a smooth flow throughout the process.
- Identify and address any irregularities or bottlenecks in the recruiting process immediately, and escalate for action.
- Manage relationships with recruitment agencies and oversee their onboarding processes and documentation.
- Keep all hiring team members updated, coordinated, and aligned on candidate status and next steps.
- Manage the configuration and maintenance of our Applicant Tracking System (ATS) and other recruiting tools.
- Develop and maintain up-to-date recruiting documentation, including job ads, candidate materials, and tooling guides.
- Quarterly Team Retreats
- Research, source, and vet venues for team retreats, ensuring they meet requirements.
- Monitor and coordinate all travel booking processes, including flights, ground transportation, and arrivals for team members.
- Act as the on-site coordinator during retreats to ensure smooth execution of the event.
- Plan and oversee venue logistics, including menus, room allocation, workspace configuration, and technical equipment setup.
- People Processes
- Coordinate onboarding of new team members; ensuring smooth communication and set up for their start.
- Manage the tooling and documentation of team-facing people processes, ensuring they are accessible and up-to-date.
- Track and approve absence requests to ensure accurate records.
- Process reimbursement requests efficiently and accurately.
- 🪜 Background & Experience
- Essential
- 4+ years in Operations or Project Management roles.
- Experience in a high-performance, fast-paced environment.
- Proven track record managing complex logistics (international travel, events).
- Experience documenting and building processes from scratch, not just following them.
- Ability to write clear, concise documentation that leaves no room for ambiguity.
- Degree (Masters preferred); in a subject that required structured thinking.
- Highly Valued
- Experience planning and executing international events.
- Experience working in a fully remote, distributed team.
- Technical Skills
- Must Have
- Deep knowledge of Google Workspace toolset (Calendar resources, groups, drive permissions, admin console settings).
- Comfortable with spreadsheet formulas and data organisation for budgets and logistics.
- Experience with Notion, or similar documentation/project management tools.
- Experience managing recruiting pipelines in tools like Ashby, Greenhouse, or Lever.
- Nice to have
- Experience with travel booking tools, such as Perk.
- Experience with Deel or similar HRIS platforms.
- Operating Style
- Thrive when: high standards, error-free logistics, building processes from scratch, solving complex problems, working with demanding people.
- Struggle when: accepting
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Benefits
- Opportunity to work in a cutting-edge AI research environment.
- Remote work with flexible hours (09:00-18:00 CET).
- Collaborate with a globally distributed team.
- Build and manage scalable processes from scratch.
- Engage in complex logistics and operational challenges.
- Work with high-performance, passionate professionals.
- Contribute to a mission-driven company working on fundamental AI problems.