Onboarding Operations Coordinator

About the Team

The People Programs team at OpenAI plays a pivotal role in creating an environment where every employee can thrive, grow, and contribute to our mission of ensuring that AGI benefits all of humanity. This expanding team develops and executes human-first strategies and programs that support our rapid growth, unique culture, and innovative spirit.

Our Coaching, Learning & Development team manages programs ranging from new employee onboarding, manager development, and learning systems used across OpenAI.

About the Role

We’re looking for an Onboarding Coordinator to join our team for a 6-month contract with the option to extend based on business need. This person will manage logistics and communications for onboarding cohorts, special onboarding tracks, and periodic events, ensuring a seamless experience for new hires and their managers. This role supports both virtual and in-person onboarding, with a preference for candidates located in or near San Francisco.

You’ll be instrumental in ensuring all facets of onboarding run smoothly — from preparing calendar invites and updating internal onboarding pages, to liaising with presenters, Workplace teams, and coordinating Slack communications. This role is ideal for someone who thrives on operational precision, is energized by helping others get started, and enjoys cross-functional collaboration.

Your Responsibilities:

• Own day-to-day coordination of new hire onboarding: logistics, communications, scheduling, and stakeholder coordination.

• Draft and send templated communications to new hires and managers (pre-start emails, Day-1 notes, reminders).

• Manage calendar invites for orientation sessions, tech setup, leadership talks, and technical staff onboarding.

• Liaise with Facilities and AV teams to coordinate room setup and in-person logistics for onboarding events.

• Maintain and update onboarding pages in Notion/OpenHouse with current session info, dates, presenter details, and resource links.

• Support weekly onboarding sessions for Applied Engineering’s Fine Tuning for Humans program: Slack workflows, speaker coordination, in-room support, and material updates.

• Manage onboarding exceptions, remote international starts, and M&A onboarding integration with care and precision.

We're Seeking:

• 5+ years of experience in onboarding coordination, HR operations, or program coordination in a fast-paced environment.

• Strong organizational and communication skills with attention to detail and time zone complexity.

• Proficient with calendar management (Google Calendar or similar), Slack, Notion, Zoom, and related tools.

• Comfortable working independently and proactively resolving scheduling or communication issues.

• Experience supporting cross-functional or global teams is a plus.

About OpenAI

OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products. AI is an extremely powerful tool that must be created with safety and human needs at its core, and to achieve our mission, we must encompass and value the many different perspectives, voices, and experiences that form the full spectrum of humanity. 

We are an equal opportunity employer, and we do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability, genetic information, or other applicable legally protected characteristic.

For additional information, please see OpenAI’s Affirmative Action and Equal Employment Opportunity Policy Statement.

Background checks for applicants will be administered in accordance with applicable law, and qualified applicants with arrest or conviction records will be considered for employment consistent with those laws, including the San Francisco Fair Chance Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, for US-based candidates. For unincorporated Los Angeles County workers: we reasonably believe that criminal history may have a direct, adverse and negative relationship with the following job duties, potentially resulting in the withdrawal of a conditional offer of employment: protect computer hardware entrusted to you from theft, loss or damage; return all computer hardware in your possession (including the data contained therein) upon termination of employment or end of assignment; and maintain the confidentiality of proprietary, confidential, and non-public information. In addition, job duties require access to secure and protected information technology systems and related data security obligations.

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At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the upside of AI to be widely shared. Join us in shaping the future of technology.