Executive Recruiting Coordinator

Description

Who we are

Atoms is building the machines that power the next era of progress.

Over the last decade, software has transformed the digital world. But the physical world, where food is made, minerals are mined, goods are moved, and industries are run, remains far less intelligent, far less efficient, and far more constrained. We’re changing that.

Atoms builds Physical AI— real-world robots for the industries that move civilization forward, starting with food, mining, and transport. Our systems are designed to understand, predict, and control the real world with precision, turning complex physical operations into something more reliable, more scalable, and more productive.

This work requires more than robotics. It requires deep integration across hardware, software, AI, operations, manufacturing, and real estate. We don’t just build machines in a lab. We deploy them into real environments, operate them, learn from them, and improve them until they work at scale.

We are roboticists, engineers, operators, and builders. We believe the next great technology companies will not only transform information, but the physical systems that shape everyday life.

If you want to work on hard problems with real-world impact, join us.

Responsibilities

• Lead the end-to-end candidate experience for executive-level searches—from initial scheduling through post-interview coordination, ensuring every touchpoint reflects Atoms' caliber and culture.
• Schedule and coordinate complex, high-priority executive interviews across global time zones, managing constraints, VIP availability, and logistics with discretion and flawless execution.
• Manage end-to-end executive candidate travel and visit logistics; flights, ground transportation, premium lodging, office access, executive meals, and day-of coordination. Ensuring seamless, memorable experiences.
• Partner with executive assistants across Atoms leadership to navigate competing priorities, exec schedules, and sensitive timing with professionalism and strong relationship-building.
• Prepare one-pagers, candidate briefings, interviewer prep materials, and talking points for hiring managers and panel members ahead of executive interviews.
• Orchestrate recruiting events, dinners, and in-person engagement activities that reflect Atoms' brand and create lasting impressions with top executive talent.
• Own data accuracy and process hygiene in Greenhouse, proactively identifying discrepancies, tracking exec search pipeline health, and maintaining clean records that reflect our professionalism.
• Troubleshoot complex logistics, travel disruptions, schedule conflicts, and last-minute changes with composure, judgment, and creative problem-solving—escalating only when necessary.
• Partner across Recruiting, Workplace, Travel, Finance, IT, and external vendors to resolve operational challenges and continuously refine the executive candidate experience.

Requirements

• 4+ years of experience as an Executive Assistant, Recruiting Coordinator, Chief of Staff, executive recruiting support, or similar high-touch, C-suite-facing role. Experience supporting executive hiring, onsite logistics, or high-stakes candidate engagement strongly preferred.
• Polished written and verbal communication skills. You represent Atoms to executives, candidates, and external vendors with every email, call, and interaction. Excellence in presentation, tone, and professionalism is non-negotiable.
• Demonstrated ability to build and maintain relationships with executive assistants, senior leaders, and external partners. You navigate organizational hierarchies, competing priorities, and ego with tact and respect.
• Excellent judgment and discretion. Executive searches are sensitive; confidentiality, tact, and knowing when to speak up (and when not to) are essential. You handle ambiguous situations and last-minute pivots with equanimity.
• Strong proficiency with Greenhouse or similar ATS platforms. Travel and logistics systems (Navan, Workday Expenses, etc.) and scheduling tools (GoodTime, Calendly) a plus.
• Proactive problem-solver who owns processes end-to-end. You spot process gaps, anticipate needs, and drive improvements independently.
• Detail orientation and organizational mastery. You keep complex multi-threaded searches on track, manage dozens of variables (dates, flights, preferences, dietary restrictions, prep materials), and catch errors before they become problems.
• Comfort with ambiguity and change. Exec searches move fast; priorities shift; last-minute requests are normal. You adapt without stress and communicate transparently.
• A service-minded, collaborative attitude grounded in respect for others' time and priorities. You view your role as force-multiplier for leaders and hiring managers.
• Experience supporting executive onsite visits, offsites, or board meetings.
• Background in EA, Chief of Staff, or similar strategic support roles.
• Familiarity with retained search, venture recruiting, or talent acquisition at senior levels.
• Experience recruiting for technical, operations, or founding-team roles.
• Why this role matters
• Atoms’ leadership team and board bring together world-class operators building the future of robotics and physical AI. Executive recruiting at Atoms is not about volume; it’s about precision, judgment, and delivering an exceptional experience at every touchpoint.
• You are at the heart of that experience. Your professionalism, attention to detail, and sound judgment are critical to our success. In a small, high-impact team, your contribution extends far beyond coordination. You help us build trust, differentiate Atoms, and ultimately attract and secure the exceptional talent who will shape our future.

Benefits

• At Atoms, you’ll work on one of the defining challenges of our time—bringing automation into the physical world to drive real, lasting impact. We exist to uncover valuable unknown truths and turn them into progress, which means constantly pushing beyond what’s known and building what doesn’t yet exist. The work is ambitious and often challenging, but it’s grounded in a shared sense of purpose and a team committed to seeing it through together. Our work only matters if it serves others, and we know that meaningful progress depends on the trust of the people we serve and the strength of our team—so we invest in both, creating an environment where you can do your best work and grow.
• What else you need to know
• This role is based in our San Francisco office. Atoms is a company driven by invention and continuous change - we are constantly reimagining our industries, building new products, and refining how we operate. We do our best work together. That’s why all of our office-based teams work onsite, five days a week.
• The base salary range for this role is $95,000 - $110,000 per year.
• Actual compensation will be determined on an individual basis and may vary depending on experience, skills, and qualifications.
• Base salary is just one part of your total rewards package. You may also be eligible for equity awards and an annual performance-based bonus.
• Medical, dental, and vision insurance (multiple plans, incl. HSA options).
• Company-paid life and disability insurance (short- and long-term).
• Voluntary insurance: accident, critical illness, hospital indemnity.
• Optional supplemental life insurance for self, spouse, and children.
• Pet insurance discount.
• 401(k).
• Health Savings Account (HSA)
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Time Off policies:
• Discretionary vacation days
• 8 paid holidays per year
• Paid sick time
• Paid Bereavement leave
• Paid Parental Leave
• Atoms accepts applications on an ongoing basis.
• Ready to join us as we serve those who serve others?
• LI-Onsite