About this role
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 OwnRecruitment 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 & ExperienceEssential4+ 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 ValuedExperience planning and executing international events.Experience working in a fully remote, distributed team.Technical SkillsMust Have
Deep knowledge of Google Workspace toolsetCalendar 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 StyleYou 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 EnvironmentStakeholdersPeople 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 & ToolingAshby (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 trackingBenefits
Why Our client?HighlightsThe 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 people 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 foundationsStartup spiritCollaborate 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 foundationsSecurely 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 RetreatsOur 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.