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
What You'll Own
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.
Background & Experience
Essential
* 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.
Highly Valued
* Experience planning and executing international events.
* Experience working in a fully remote, distributed team.
Technical Skills
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.
Operating Style
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:
"Good enough" is acceptable.
Tasks are ambiguous and you prefer to wait for instructions rather than creating a plan.
Documentation is missing or sloppy.
Operating Environment
Stakeholders
* People Ops Manager - Your partner in running a well oiled people operations machine.
* Founders (Co-CEOs) - Direct access for critical decisions.
* Finance team: A team of 3 collaborating on finance, legal, and admin topics.
* External providers: Recruitment agencies, Deel (HRIS) support team, travel agents, venue hosts.
Collaboration & Tooling
* Ashby (ATS) - Recruitment pipeline.
* Google Sheets - Complex logistics and budgeting.
* Quire/Google Docs/Sheets - Task management, knowledge base and process documentation.
* Perk - Flight and accommodation booking tools.
* Deel (HRIS) - Absence policies and tracking
Benefits
Why Our client?
Highlights
The Mission: They're not building another SaaS tool or ad-tech platform. They're working on fundamental problems in AI that could reshape how machines learn and reason. If that excites you, you'll fit right in.
The Team: Work with researchers and engineers who are highly passionate about their work and the problems we are solving. Our intellectual bar is exceptionally high - and that extends to finance operations too.
The Stage: Pre-revenue R&D means you're building financial operations from scratch. No legacy mess to clean up. You'll establish the foundation that scales to Series A, Series B, and beyond.
Unique organisation: startup spirit with solid foundations
Startup spirit
* Collaborate with the best: Join a hand-picked team of intellectually curious people who are deeply passionate about their work.
* Make a real difference: Here, you aren't just a cog in a big machine; at eye-level with everyone else, your contributions directly impact the product and the team.
* Engineered for Exponential Scale: Our client is a deep-tech venture with a significant technological moat, aimed at solving fundamental, large-scale problems.
* Space to grow: As our client is starting to scale, there is plenty of opportunity to demonstrate leadership and take responsibility, developing organically into senior roles.
Solid foundations
* Securely funded: Fully funded by the founders, meaning our client operates without run-rate anxiety. Their ability to set our strategy is not driven by VC demands, but purely by the team's understanding of what moves them fastest closer to our goal.
* Focus on Product, not fundraising: Financial stability allows our client to focus on long-term product potential, sustainable execution, and the strength of our team.
* Quality over chaos: Startups are often scrappy, but we have the stability to do things properly; our client has a high level of rigour and take the time to build things in a solid and reliable way from the start.
Team Retreats
* Our client is globally distributed but closely connected. Every three months, they bring the whole team together in nice locations across Europe.
* They spend one week together: planning, solving problems at the white board, having fun and bonding.