People Operations Specialist

Our client is building the future of AI for analysts and scientists, based on a fundamentally new approach to reasoning and knowledge representation. Their team of 40 exceptional researchers and engineers - distributed across 16 countries - are tackling some of the hardest problems in AI. They're in our R&D phase, founder-backed, and scaling rapidly toward commercialisation.

They are looking for a People Operations Specialist to join their Operations team. You will own the operational engine behind their 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 our client 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)

Requirements

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.

• 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.

• Experience planning and executing international events.
• Experience working in a fully remote, distributed team.

Must Have

• Deep knowledge of Google Workspace toolset

• Calendar resources, groups, drive permissions, and admin console settings.
• Comfortable with spreadsheet formulas and data organisation for budgets and logistics .
• Comfortable using Google Sheets for complex travel data, budget tracking, and data organisation.

• 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.

You thrive when:

✅ The bar for quality is extremely high.

✅ There is no room for logistical errors (travel, visas, bookings) .

✅ Processes need to be built from scratch.

✅ You are solving complex, tangible problems

✅ You are working with smart, demanding people who expect speed and accuracy.

You struggle when:

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