Talent Coordinator

Contracts are the oldest business technology in human history. They allow us to collaborate: they define what we promise each other, how we work together, and what happens when things go wrong.
Ivo builds AI products that helps companies like Meta, Uber, IBM, Intel, DoorDash, Mitsubishi Electric, and Coinbase solve their most difficult contracting problems. We think that large language models have created an opportunity to fundamentally change how businesses collaborate with each other.
At Ivo you will work on challenging problems with colleagues who have high standards for each other, move fast, and care deeply about their craft.

Ivo is growing very aggressively, and hiring is at the center of that growth. We have 50+ open roles across GTM, Engineering, Product, and our international teams, and as Talent Coordinator you will be the only coordinator supporting all of them. You will own every piece of coordination behind Ivo's hiring engine: running scheduling end to end, keeping our ATS spotless, owning recruiting reporting, and constantly finding ways to make the process faster, more automated, and harder to break.

This role is more than an ordinary scheduling role. You will act as the executive assistant to every person who touches our interview process - candidates, interviewers, hiring managers, recruiters, and executives - so that every one of them shows up prepared and nothing slips through the cracks. This is one of the most demanding roles on the team, built for someone who is energized by owning the work completely and does not stop until it is done.

• Own full-cycle coordination for 50+ roles as a team of one: Schedule every intro call, hiring manager screen, panel, onsite, work trial, and executive conversation, typically within 24 hours of a request. Juggle dozens of calendars across time zones (SF, NY, EMEA, APAC), resolve conflicts before anyone notices them, and keep a high volume of interviews moving every single day without losing precision.

• Be the EA to everyone in the process: Every interviewer should walk in knowing who they are meeting, what role it is for, what they are assessing, and where the scorecard lives. Every hiring manager and executive should have the context they need without asking for it. Anticipate what people need before they need it, chase what is late, and make the people around you more effective.

• Treat candidate experience as non-negotiable: Every candidate should know where they stand, what comes next, and when they will hear from us. Confirmations, prep materials, reschedules, travel, onsite logistics, and follow-ups should be fast, polished, and accurate. No candidate should ever be ghosted, left waiting in a lobby, or sent the wrong link.

• Keep the system airtight: Ashby is our source of truth, and you are responsible for keeping it that way. Every candidate is in the right stage, every interview is logged, every scorecard is chased, every status is current. You'll audit the pipeline relentlessly so that stale candidates, overdue feedback, and missed next steps are caught and resolved the same day.

• Own recruiting reporting: Build and maintain the reporting leadership relies on: pipeline health, time-to-schedule, time-to-hire, interviewer load, offer activity, and funnel conversion by role and team. Make the data accurate, the reports consistent, and the insights clear enough for the team to act on.

• Optimize and automate relentlessly: At this volume, manual work does not scale. Identify where the process is slow, repetitive, or error-prone, and fix it through Ashby automations, templates, scheduling tools, AI tools, and better workflows. You should leave every part of the process more efficient than you found it.

• Run the details that make Ivo look exceptional: Coordinate onsites, work trials, candidate travel and relocation logistics, NDAs and work trial agreements, offer paperwork handoffs, and recruiting events. Small details matter here, and you'll own all of them.

• Experience level is open, and we will consider exceptional new grads as seriously as experienced coordinators. What matters is a proven track record of being the most organized, most polished person in the room, whether that came from recruiting coordination, executive assistant work, or high-volume operations.

  • If you're an experienced candidate: you've been part of a hypergrowth organization with a very lean team. You're used to being stretched across far more than your job description, jumping in wherever you're needed, and keeping quality high while the volume and pace keep climbing.

  • If you're a new grad: you were heavily involved in school programs and extracurriculars, and you held multiple leadership roles (for example, running a student organization, leading a team, or owning a major program or event) while performing at a high level academically. We want to see that you consistently took on more than was asked of you and delivered.

• Exceptional attention to detail. You catch the wrong time zone, the missing interviewer, the outdated stage, and the typo in the candidate email - every time, at volume.

• A systems mindset. You don't just follow the process; you improve it. You've built systems, templates, or workflows (at work, in school, or on your own) that made something measurably faster or more reliable.

• Fluency with tools and the ability to learn new ones quickly. Comfort with Google Workspace, Slack, spreadsheets, and AI tools is required; experience with an ATS like Ashby is a plus.

• Comfort with data and reporting. You can build a clean report, spot when the numbers look wrong, and explain what they mean.

• A polished, professional presence in every interaction, with clear and careful communication across executives, candidates, and interviewers.

• A service-oriented mindset. You take pride in making other people successful and in delivering an experience people remember for the right reasons.

• An exceptional work ethic. Interviews run across time zones from early morning to late evening, and priorities change by the hour. You're the person who answers the late message, fixes the broken schedule before anyone wakes up, and does whatever it takes, whenever it takes, to keep hiring moving.

• Calm, organized, and accountable under pressure. At this volume, mistakes will happen. When you make one or something goes wrong, you own it immediately, fix it, and then build a system so it never happens again - a checklist, an automation, a template, a new check in Ashby. You don't make the same mistake twice, and every miss leaves the process stronger than it was before.

• Have a "do what it takes" attitude. You're willing to dive into problems and solve them yourself, you won't have anyone to delegate to.

• Would describe yourself as being relentlessly resourceful.

• Have a strong internal sense of urgency, with a bias toward doing things today rather than tomorrow.

• Are excited about the adventure of building a company!

• Competitive Compensation: Final offer details are determined based on experience, expertise, and overall fit.

• Equity: Meaningful ownership in a company that's scaling fast

• Relocation and Visa Support: We also offer relocation assistance for successful applicants moving to SF, as well as support for visa and green card applications where applicable.

• Health & Wellness: Comprehensive medical, dental, and vision plans to suit the needs of you and your family.

• Flexible Spending & Insurance: Access to HSA and FSA accounts, plus life insurance coverage.

• 401(k) Program: Save for the future with our 401(k) program.

• Commuter Benefits: We help make getting to and from the office easier and more convenient.

• Unlimited PTO: So you can take the time you need to recharge, stay healthy, and bring your best self to work.

• Office Perks: Enjoy a vibrant Downtown San Francisco office with catered lunch five days a week, premium snacks and coffee, an in-building gym, and a dog-friendly environment.

FAQ

• What stage of growth is Ivo at?: We recently raised our Series B after growing 6x in 12 months.

• Is this a chill gig?: Startups are very hard, especially if they’re growing fast. You’ll have a ton of responsibility, and there’s always an enormous amount of stuff to do. It’s hard work but the payoff is uncapped.

Ivo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.