The RoleAs our Talent Operations Specialist, you will own and scale the engine behind how Normal hires world-class talent across hardware, software, and AI. You sit at the strategic center of our global talent organization, acting as the right hand to our Head of Talent to build high-efficiency recruiting workflows, maintain our data integrity, and eliminate friction across five global time zones.
At Normal, we operate in a fast-moving, highly evolving environment where priorities shift and ambiguity is constant. You are someone who thrives on context-switching-effortlessly pivoting between long-term system architecture and immediate operational priorities. Rather than just manually moving candidates through calendars, you take complete ownership of our talent infrastructure: optimizing Ashby, building real-time executive dashboards, automating scheduling flows, and ensuring our recruiting operation runs on rails as we scale.
What You'll Own- Recruiting Systems & Ashby ATS Architecture: Serve as the primary admin for Ashby. Permission and seat management, pipeline stages, build custom candidate communication templates, configure auto-scheduling rules, and manage integrations across our tech stack (Slack, Notion, AI Notetaker, Google Workspace).
- Candidate Data Integrity and Compliance Operations: Own the day-to-day health of candidate data in Ashby. Maintain retention and consent configurations, execute scheduled record dispositions, monitor duplicate and fraud-flagged records, and keep candidate data practices aligned with Normal's published privacy commitments across US and global applicants.
- Talent Analytics & Reporting: Build and maintain recruiting dashboards to track funnel conversion, candidate velocity, source effectiveness, and interviewer loads. Deliver data-backed insights to the Head of Talent and leadership to optimize hiring SLAs.
- Process Automation & AI Workflow Optimization: Evaluate, scope, and govern AI tools, automated scheduling logic, and low-code integrations to reduce admin overhead, improve response times, and elevate candidate experience.
- Interviewer & Hiring Manager Enablement: Partner with recruiting leads to standardize interview loops, establish scorecard guidelines, onboard new interviewers, and build clear Notion documentation for team-wide hiring practices.
- Global Logistics & Vendor Operations: Oversee candidate touchpoints and job board posting distribution across US, European, and APAC markets.
- Special Projects & Strategic Support: Partner directly with the Head of Talent on high-impact initiatives, including headcount planning support, talent brand launches, recruiting event logistics, and strategic ad-hoc projects.
- Interview Coordination (Backup and Surge): Provide secondary coverage for interview scheduling when volume spikes or primary coordination is unavailable. Roughly 15-20% of the role.
What Makes You a Great Fit- Talent Ops or Advanced Coordination: You have experience in a fast-scaling tech startup, high-growth environment, or deep-tech company.
- Extreme Ownership & Accountability: You treat the recruiting engine as your own product. You flag problems while they are small, fix broken processes without being asked, and close loops relentlessly.
- Comfort with Context-Switching & Ambiguity: Highly adaptable and composed when priorities shift in a fast-paced, evolving startup environment.
- Mastery of ATS Infrastructure: Hands-on experience administering Ashby (or Greenhouse/Lever) with a track record of setting up structured pipelines, custom fields, offer workflows, and automated scheduling rules.
- Data-Fluent & Analytical: Comfortable working with recruiting metrics, building custom reports, identifying pipeline bottlenecks, and presenting data clearly to stakeholders.
- Systems & Automation Mindset: Passionate about documentation, process hygiene, and using modern tools (Slack, Notion, AI assistants, low-code automations) to replace manual administrative work.
- Global & Cross-Functional Comfort: Experienced in navigating multi-time-zone communication (US, Europe, APAC) with high attention to detail and proactive communication default.
Bonus Points- Advanced experience specifically with Ashby
- Experience supporting fast-moving technology startups.
- Background in setting up interviewer calibration modules or candidate NPS loops
