Talent Coordinator

Why Join Ivo? 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. The Opportunity 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. What you'll do 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. Skills you'll need to bring 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 t