1-3 years in a coordination, administrative, or operations role, ideally supporting hiring
Hands-on experience working in an applicant tracking system, CRM, or similar software
You find keeping data clean and current satisfying
Comfort with spreadsheets and basic reporting
Clear, warm written communication
Strong organization and attention to detail
Discretion with confidential candidate and employee information
Comfort with remote work and with asynchronous communication across time zones
Full description
Epoch AI is looking for a Talent Acquisition Coordinator to keep our hiring accurate, organized, and responsive as we grow.
About the Role
We are looking for a Talent Acquisition Coordinator to own the administrative and data backbone of hiring at Epoch. You will report to the Head of People and work alongside our recruiters, hiring managers, and our People Operations and Finance teams.
Epoch has grown from roughly 20 people to 70 during 2026, with staff employed across North and South America and Europe. That pace produces a large volume of candidates, interviews, work tests, and records, and the quality of our hiring decisions depends on that volume being handled carefully. Much of your first year will go to making our applicant tracking system reliable, our reporting usable, and our candidate experience consistent.
The role covers data hygiene and reporting in our applicant tracking system, candidate communications, administration of work tests and skills assessments, and administrative support to recruiters as needed. As you settle in, you will have the opportunity to take on application review and talent sourcing, which makes this a strong fit for someone who wants to move into a recruiter role over time.
Recruiting volume ebbs and flows. When hiring slows, you will support the People Operations team as the organization's needs shift, which will give you exposure to the wider employee lifecycle.
Practicalities
Location
Global Remote
Work Hours
Flexible, with availability required from 8:30AM - 10:00 AM PST/ 5:30PM - 7:00PM CET
Travel Requirement
Employees are expected to attend our 3 in-person retreats each year
Compensation
Annual salary of $78k - $95k USD. Exact salary will reflect experience and location. Salaries are not restricted to USD; contracts and payments are usually in local currencies, converted at one-year average exchange rates
Benefits
- Comprehensive health insurance program, including supplemental benefits specific to a local country, as available and mandated by local law
- Life insurance and retirement contributions plan, if applicable in your country
- Unlimited PTO with a recommend minimum of 30 days off per year (including public local holidays and vacation time)
- Unlimited personal and sick leave
- Parental leave — up to 4 months of paid leave for permanent staff with at least 12 months of tenure, prorated for those with less tenure, to be taken within the first year after a child’s birth or adoption
-
A flexible and generous expense policy for you to spend on equipment and a large range of productivity tools or learning/development opportunities you might find valuable, subject to regulations and manager approval.
- Other benefits as allowed at the discretion of Epoch AI’s leadership and local availability
Reports to
Head of People
Start Date
As soon as the successful candidate is available
Application Deadline
Applications are reviewed on a rolling basis. We encourage you to apply early
What You'll Own
Applicant tracking system and reporting
- Own the accuracy of our applicant tracking system: duplicate records, stalled pipelines, missing feedback, mislabelled stages, and candidates sitting in the wrong place
- Set up each hiring round in the system, including stages, interview kits, feedback forms, and permissions
- Maintain and improve templates
- Post roles to our careers page and to external boards and communities
- Maintain an up-to-date hiring tracker
- Produce regular reporting on pipeline volume, time to hire, stage conversion, and source of applicants
- Own ATS integrations with support from the IT team
Work tests and skills assessments
- Own the administration of work tests and skills assessments end to end: issuing them, tracking what comes back, getting responses in front of reviewers, and ensuring candidates get paid
- Assist with the drafting, formatting and filing of skills assessments
Administrative support to recruiters
- Manage the careers inbox: answer basic candidate questions, route what needs a decision, and ensure timely responses to candidates
- Assist recruiters with sending status updates, rejections, and next-step instructions to candidates as required
- Schedule interviews across time zones, working around interviewer calendars and candidate constraints
- Take on other administrative work that keeps active rounds moving
Growth into recruiting, and People Operations support
- As you settle in, gain exposure to application review against agreed criteria and to sourcing candidates for open roles
- As recruitment volume ebbs and flows, as capacity allows you will assist the People Operation team, offering exposure to the full employee lifecycle.
About You
Must Haves
- 1-3 years in a coordination, administrative, or operations role, ideally supporting hiring
- Hands-on experience working in an applicant tracking system, CRM, or similar software
- You find keeping data clean and current satisfying
- Comfort with spreadsheets and basic reporting
- Clear, warm written communication
- Strong organization and attention to detail
- Discretion with confidential candidate and employee information
- Comfort with remote work and with asynchronous communication across time zones
Nice-to-Haves
- Prior familiarity with and interest in Epoch's mission
- Experience using Lever or a comparable applicant tracking system
- Experience at a small organization that grew quickly
- Exposure to sourcing, application review, or other recruiting work
- Experience coordinating hiring across multiple countries
- Comfort automating repetitive work, using Claude and other integrations
- An interest in moving into a recruiter role over time
If you don't tick all these boxes but think you would be a great fit, please consider applying anyway!
Additional Information
Please submit all of your application materials in English and note that we require professional level English proficiency.
Please do not include a cover letter, photograph, or headshot of yourself, or any personal information that is not relevant to the role for which you're applying (including marital status, age, identity traits, etc.).
Epoch is committed to building an inclusive, equitable, and supportive community for you to thrive and do your best work. We're committed to finding the best people for our team, so please don't hesitate to apply for a role regardless of your age, gender identity/expression, political identity, personal preferences, physical abilities, veteran status, neurodiversity or any other background. Please email careers@epoch.ai if you have any questions about this role, accessibility requests, or if you want to request an extension to the application deadline. However, we will not review applications submitted to this email address; please submit your application through the link on this page.
About Epoch AI
Epoch AI is a research institute that investigates trends in machine learning and the economic consequences of AI. Our mission is to develop a comprehensive, publicly accessible knowledge base on AI that informs policymakers, industry leaders, and society at large.
We strive to achieve both rigor and accessibility to our work, as exemplified by some of our most successful projects, including our database of AI models and our AI trends dashboard. Our body of research includes our work on compute trends (IJCN 2022), data scarcity (ICML 2024), and algorithmic progress (NeurIPS 2024). You can read more about our work and mission on our website and in this Time profile.