Recruiting Coordinator at Otter

Location:  Mountain View CA (in office role)

The Opportunity

The Recruiting Coordinator will play a crucial role in supporting our recruitment process by managing candidate communication, scheduling interviews, and ensuring a smooth and efficient hiring process. Additionally, this role will be responsible for managing the executive calendar(s), ensuring effective time management and coordination of meetings and events.

Your Impact

Recruitment Coordination:

• Assist in the full-cycle recruitment process, including job posting, interview scheduling, and candidate communication.
• Coordinate and schedule interviews between candidates and hiring managers, ensuring timely and efficient scheduling.
• Maintain and update the applicant tracking system (ATS) with candidate information and recruitment activities.
• Prepare and distribute offer letters, and other recruitment-related correspondence.
• Conduct reference checks and background screenings as required.
• Support the onboarding process for new hires, including preparing onboarding materials and coordinating orientation sessions.
• Ensure a positive candidate experience by providing timely and professional communication throughout the recruitment process.

Executive Calendar Management:

• Manage calendars, including scheduling meetings, appointments, and events.
• Communicate and ensure awareness of upcoming commitments.
• Handle confidential and sensitive information with discretion.

Administrative Support:

• Provide general administrative support to the HR team as needed.
• Assist in the preparation of recruitment reports and metrics for management review.
• Maintain recruitment-related documentation and records in an organized and accessible manner.
• Participate in HR projects and initiatives as required.

We’re looking for someone who

• Bachelor’s degree in Human Resources, Business Administration, or equivalent experience.
• Proven experience as a Recruiting Coordinator or in a fast paced start-up environment.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills.
• Proficiency in using applicant tracking systems (ATS) and other recruitment tools.
• Experience with calendar management and scheduling for senior executives is a plus.
• Ability to handle confidential information with integrity and professionalism.
• Detail-oriented and able to work in a fast-paced environment.
• Proficiency in G-Suite (docs, sheets, slides, forms)

About Otter.ai 

We are in the business of shaping the future of work. Our mission is to make conversations more valuable.

With over 1B meetings transcribed, Otter.ai is the world’s leading tool for meeting transcription, summarization, and collaboration. Using artificial intelligence, Otter generates real-time automated meeting notes, summaries, and other insights from in-person and virtual meetings - turning meetings into accessible, collaborative, and actionable data that can be shared across teams and organizations. The company is backed by early investors in Google, DeepMind, Zoom, and Tesla.

Otter.ai is an equal opportunity employer. We proudly celebrate diversity and are dedicated to inclusivity.

*Otter.ai does not accept unsolicited resumes from 3rd party recruitment agencies without a written agreement in place for permanent placements. Any resume or other candidate information submitted outside of established candidate submission guidelines (including through our website or via email to any Otter.ai employee) and without a written agreement otherwise will be deemed to be our sole property, and no fee will be paid should we hire the candidate.

Salary range

Salary Range: $80,000 to $95,000 USD per year.

This salary range represents the low and high end of the estimated salary range for this position. The actual base salary offered for the role is dependent on several factors. Our base salary is just one component of a comprehensive total rewards package.