Employee Experience & Talent Coordinator

The $250B insurance claims industry runs on fax machines, phone tag, and adjusters buried in paperwork. Cycle times stretch for months. Data is locked in legacy systems. And the workforce is aging out faster than it's being replaced.

Vega is the premier AI-native claims TPA built to replace that entire stack. Our team is equal parts experienced insurance operators and modern technologists. We care deeply about delivering superior outcomes for our clients, and we want builders that get their hands dirty shipping solutions that move the needle.

Our results: 10x YoY revenue growth, and on track for $XXM run-rate in under 2 years. Backed by marquee VCs like General Catalyst and Valor.

We're looking for an Employee Experience & Talent Coordinator to help us hire great people and make our office a place people genuinely love coming to. You'll sit on the People team, splitting your time between recruiting coordination and employee experience — scheduling interviews and running a great onsite candidate experience, keeping our office and employee events running smoothly, and supporting new hires as they onboard.

This is a highly in-person role: you'll be in our New York office four days a week, and you'll be the person who makes the day-to-day experience — for candidates, new hires, and the team — feel organized, warm, and well run.

You'll do well here if you like variety, don't mind switching gears a few times a day, and take real pride in the small things that make an office, hiring & people processes, feel well run. Bonus points if you're already using AI in your day-to-day and are eager to find smarter, more efficient ways to run our tools and workflows.

Own the day-to-day office experience — keeping the space tidy, stocked, organized, and welcoming

Manage vendor relationships (cleaning, maintenance, food & beverage, security) and hold them to a high standard

Plan and run in-office events, team lunches, happy hours, and other employee experience moments

Coordinate logistics for visitors, onsite candidates, and company gatherings

Manage office access including badge distribution

Host guests, candidates, and visitors so every visit reflects well on the company

Support space planning, furniture moves, and office improvement projects

Schedule and coordinate interviews across multiple open roles, keeping candidates, interviewers, and hiring managers aligned

Own the onsite candidate experience — greeting candidates, running interview days smoothly, and making sure every visit feels polished

Communicate with candidates throughout the process so they always know what's next

Use Ashby ATS's scheduling tools to automate where you can and keep manual work to a minimum

Keep our applicant tracking system accurate and up to date with candidate stages and notes

Support new hire onboarding so first days are smooth and welcoming (paperwork, system access, first-day setup, etc.)

Help prepare onboarding materials, schedules, and workspace setup

Field People-related questions on onboarding, HR data, benefits, and employment verifications

Process employee changes in HiBob and partner with IT and Payroll to keep new hire information accurate

Maintain and update People team documentation as processes change

Pitch in on People team projects as they come up

1–3 years of experience in recruiting coordination, office management, or a related operational role

Strong organizational skills — you can juggle multiple schedules and priorities without dropping details

A warm, people-first approach — you make candidates and employees feel welcome

Experience with Recruiting ATS platforms, calendar tools and HRIS systems a plus (Ashby or HiBob for example)

Resourcefulness — you figure things out and take initiative rather than waiting to be told

Startup or fast-paced environment experience

Excitement to be in office four days a week and help build the culture in person