Recruiting Operations Coordinator

Physical Superintelligence is an exceptionally well-funded seed-stage startup with roots at Google, Meta, DeepMind, NVIDIA, Citadel, Harvard, MIT, Johns Hopkins, the Perimeter Institute, and the Institute for Advanced Study building AI systems to discover new physics at scale. We are growing very quickly and we are seeking a Recruiting Operations Coordinator to serve as a operations partner to the Director of Operations, to help with all the recruiting activities.

Our mission is to discover and commercialize transformative physics breakthroughs at scale with artificial superintelligence - safely, verifiably, and for broad public benefit. We hire a small number of exceptional people, and we want hiring to run cleanly without a full in-house recruiting team.

We are hiring a contract Recruiting Operations Coordinator to own our Ashby instance - translating hiring priorities into working pipelines and keeping the day-to-day admin tight. Existing Ashby experience is required for this role. It's a behind-the-scenes job for someone who likes turning a hiring plan into clean, functioning workflow.

You'll work directly with the founders and hiring managers. When priorities shift, you make Ashby reflect that, so the people doing the interviewing never have to think about the tool.

• Translate hiring priorities into Ashby - set up roles, pipeline stages, interview plans, and templates to match each search.

• Maintain the instance day to day, keeping candidate stages accurate and the data clean so nothing stalls silently.

• Build and maintain workflows and automations so the process runs with minimal manual touch.

• Manage access for interviewers and hiring managers, and keep the setup clean as people come and go.

• Produce simple, reliable reporting so the founders have an accurate read on pipeline status at any moment.

• Be the go-to for Ashby questions and write short internal docs so the workflow is legible to the team.

• Manage external recruiters

• Hands-on experience administering Ashby - this is a requirement for the role.

• Ability to take a set of hiring priorities and turn it into working pipeline structure without much hand-holding.

• Strong organization and data hygiene; you keep a system accurate and don't let it drift.

• Comfort building workflows and automations rather than just moving candidates manually.

• Clear written communication for light documentation and status updates.

• Reliable contract availability and good responsiveness in a remote, asynchronous setup.

• You can work on EST time zone hours

• Recruiting coordination or recruiting-ops experience at an early-stage or fast-moving company.

• Familiarity with technical hiring pipelines.

• Experience connecting Ashby to scheduling, sourcing, or other tools.

We are engineering-led and ship in the open with written artifacts. This role is light on meetings and heavy on keeping a system clean and accurate. We value people who take full ownership of a problem and don't need to be chased.

This role is remote and contract. We offer competitive hourly or contract compensation commensurate with experience. We are an equal opportunity employer and value diverse perspectives in building platforms for AI-driven discovery.