Vannevar builds AI systems for the Department of War's most consequential missions. We have 125 deployments across every branch and combatant command spanning our core platform and five distinct products. An an example of how we work, when major combat operations started with Iran, we fielded a new product supporting 24/7 operations and 9,000+ users in three months.
How we build is our advantage: we deploy forward with the people who own the mission. Our engineers, product team, and CTO deploy forward to the point of friction, including visiting units in Ukraine. We focus on embedding directly with operational units supporting great power competition with China, combat operations with Iran, and counter-narcotics missions.
About the role
At Vannevar, hiring exceptional people is one of the highest-leverage things we do. We're competing for talent in a market where speed matters, and where a great candidate experience can make the difference between landing someone and losing them.
As our Recruiting Coordinator, you'll own the scheduling and logistics that keep our hiring process moving. You'll coordinate interviews across Engineering and Mission, work directly with recruiters and hiring managers, and make sure candidates have a consistently excellent experience from their first conversation through their final interview.
We’re a small team of ~200 mission-driven people, and hiring is one of our biggest priorities over the next year. This is a high-ownership role. You’ll work directly with our recruiters and engineering leadership, and you’ll have real influence on how interviewing works at Vannevar.
What you'll do
- Own end-to-end interview scheduling across recruiter screens, hiring manager screens, technical screens and case interviews, virtual onsite rounds, and final interviews
- Request candidate availability and match them to the right interviewers for each role and round
- Coordinate across busy calendars, including working directly with interviewers and their EAs to find time and move meetings when needed
- Send interviewer invites and candidate confirmations, and keep both sides informed of any changes
- Manage reschedules, last-minute changes and cancellations, and make sure no candidate falls through the cracks
- Proactively identify scheduling bottlenecks and resolve them before they delay a candidate's process
- Maintain pre-scheduled interview blocks and work with hiring managers to protect interview capacity
- Be the point of contact for candidates on interview logistics
- Partner with recruiters to prioritize urgent loops and keep the process moving quickly
- Keep scheduling data and interview records accurate in our ATS
- Support interviewer onboarding by scheduling shadow and reverse-shadow sessions
- Help us continuously improve our interview scheduling process as we scal
What we’re looking for
- 1+ years of experience in recruiting coordination, executive assistance, or another calendar-heavy operations role
- Exceptional organization, attention to detail, and the ability to manage many concurrent processes without dropping the ball
- Strong written communication and a warm, professional tone with candidates
- Good judgment about when to move a meeting, when to escalate, and when to ask for help
- Experience with scheduling tools and calendar management; familiarity with Greenhouse and Outlook preferred
- Ability to work across Pacific and Eastern time zones when necessary
- Experience at a startup or high-growth company, technical recruiting, or defense / related industry
- Health, dental, and vision insurance
- Remote friendly with WeWork access
- Unlimited PTO, shared downtime during the federal holiday calendar, and company-wide off time at the end of each year
- 401(k) match
- Lifestyle & wellbeing stipends
- Salary top-up during military reserve duty
- Fully paid parental leave
- Child and pet care reimbursement during travel
We are committed to protecting the privacy of all applicants. Official emails from the company will come from an @vannevarlabs.com domain. Under no circumstances will a legitimate representative from our company contact you to request passwords, financial information, or other sensitive personal data. Please be vigilant of potential scams.
Skills Required
- 1+ years of experience in recruiting coordination, executive assistance, or another calendar-heavy operations role
- Exceptional organization and attention to detail
- Ability to manage many concurrent processes without dropping tasks
- Strong written communication and a warm, professional tone with candidates
- Good judgment about rescheduling, escalation, and requesting help
- Experience with scheduling tools and calendar management
- Familiarity with Greenhouse and Outlook
- Ability to work across Pacific and Eastern time zones when necessary
- Experience at a startup or high-growth company, technical recruiting, or the defense or related industry
What the Team is Saying
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Vannevar Compensation & Benefits Highlights
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Healthcare Strength — Healthcare is described as top-tier medical, dental, and vision coverage, with comprehensive support that includes mental-health resources. This area is repeatedly highlighted as one of the strongest parts of the package.
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Retirement Support — Retirement support includes a 401(k) with company match (100% up to 3%, and 50% from 3–5%), indicating meaningful employer contribution to long-term savings. This structure is prominently emphasized across company materials.
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Parental & Family Support — Parental leave and family support include fully paid 12-week leave for all new parents plus four extra weeks for new mothers, alongside family-planning assistance and caregiving stipends. Child and pet care reimbursement during required travel further expands coverage for families.
Vannevar Insights
What We Do
Vannevar combines Silicon Valley innovation with former special operators to build AI for real-world national security outcomes. Since our founding in 2019, Vannevar has deployed its technology across 125 missions, safeguarding our service members and improving our country's deterrence. We believe our military service members and intelligence officers deserve access to the best technology American innovation can offer, and we are mobilizing frontier technology for this mission. Our founders have 30 years of combined experience across AI labs, national security strategy, intelligence agencies and special operations. We're supported by a number of leading VCs, including Felicis, DFJ Growth, Point72, Costanoa, and General Catalyst. Vannevar is one of the most capital efficient defense tech companies, reaching early profitability and becoming a defense tech unicorn in 2024.
Why Work With Us
We pride ourselves on being a team of passionate, low-ego professionals who share a commitment to engineering excellence and a genuine concern for the people and AI agents we deliver. Vannevar is a company that truly cares about its people and one of our core principles is "put your wellbeing first".
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Vannevar Offices
Remote Workspace
Employees work remotely.
We are distributed across the map, but united by the mission. We go where the mission takes us and deliver where others can’t. Honolulu, Seattle, San Francisco, Washington D.C., New York. You decide what's next.
