Recruiting Coordinator

Vannevar builds AI systems for the Department of War's most consequential missions. We have 125 deployments across every branch and combatant command spanning our core platform and five distinct products. An an example of how we work, when major combat operations started with Iran, we fielded a new product supporting 24/7 operations and 9,000+ users in three months.

How we build is our advantage: we deploy forward with the people who own the mission. Our engineers, product team, and CTO deploy forward to the point of friction, including visiting units in Ukraine. We focus on embedding directly with operational units supporting great power competition with China, combat operations with Iran, and counter-narcotics missions.

About the role

At Vannevar, hiring exceptional people is one of the highest-leverage things we do. We're competing for talent in a market where speed matters, and where a great candidate experience can make the difference between landing someone and losing them.

As our Recruiting Coordinator, you'll own the scheduling and logistics that keep our hiring process moving. You'll coordinate interviews across Engineering and Mission, work directly with recruiters and hiring managers, and make sure candidates have a consistently excellent experience from their first conversation through their final interview.

We’re a small team of ~200 mission-driven people, and hiring is one of our biggest priorities over the next year. This is a high-ownership role. You’ll work directly with our recruiters and engineering leadership, and you’ll have real influence on how interviewing works at Vannevar.

What you'll do

• Own end-to-end interview scheduling across recruiter screens, hiring manager screens, technical screens and case interviews, virtual onsite rounds, and final interviews
• Request candidate availability and match them to the right interviewers for each role and round
• Coordinate across busy calendars, including working directly with interviewers and their EAs to find time and move meetings when needed
• Send interviewer invites and candidate confirmations, and keep both sides informed of any changes
• Manage reschedules, last-minute changes and cancellations, and make sure no candidate falls through the cracks
• Proactively identify scheduling bottlenecks and resolve them before they delay a candidate's process
• Maintain pre-scheduled interview blocks and work with hiring managers to protect interview capacity
• Be the point of contact for candidates on interview logistics
• Partner with recruiters to prioritize urgent loops and keep the process moving quickly
• Keep scheduling data and interview records accurate in our ATS
• Support interviewer onboarding by scheduling shadow and reverse-shadow sessions
• Help us continuously improve our interview scheduling process as we scal

What we’re looking for

• 1+ years of experience in recruiting coordination, executive assistance, or another calendar-heavy operations role
• Exceptional organization, attention to detail, and the ability to manage many concurrent processes without dropping the ball
• Strong written communication and a warm, professional tone with candidates
• Good judgment about when to move a meeting, when to escalate, and when to ask for help
• Experience with scheduling tools and calendar management; familiarity with Greenhouse and Outlook preferred
• Ability to work across Pacific and Eastern time zones when necessary
• Experience at a startup or high-growth company, technical recruiting, or defense / related industry

What we offer

Comprehensive Benefits

We’re proud to offer competitive benefits that support our employees. Some key highlights of our benefits package include:

• Health, dental, and vision insurance
• Remote friendly with WeWork access
• Unlimited PTO, shared downtime during the federal holiday calendar, and company-wide off time at the end of each year
• 401(k) match
• Lifestyle & wellbeing stipends
• Salary top-up during military reserve duty
• Fully paid parental leave
• Child and pet care reimbursement during travel

Vannevar is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. We encourage candidates from all backgrounds to apply, even if you don't feel like you're a perfect fit. If you're passionate about contributing to our mission, we'd love to hear from you! IMPORTANT NOTICE
We are committed to protecting the privacy of all applicants. Official emails from the company will come from an @vannevarlabs.com domain. Under no circumstances will a legitimate representative from our company contact you to request passwords, financial information, or other sensitive personal data. Please be vigilant of potential scams.