We're building the future of AI for analysts and scientists, based on a fundamentally new approach to reasoning and knowledge representation. Our team of 40 exceptional researchers and engineers - distributed across 16 countries - are tackling some of the hardest problems in AI. We're in our R&D phase, founder-backed, and scaling rapidly toward commercialization.

We are looking for a People Operations Specialist to join our Operations team. You will own the operational engine behind our team’s growth and culture. This is not a traditional HR role; it is a logistics and process role. You will build and manage the infrastructure that allows us to recruit top talent, execute complex quarterly retreats, and maintain rigorous internal documentation.

Location: Remote (working hours are 09:00-18:00 CET)

Team: People Ops (2 people total)

🔑 What You'll Own

Recruitment Operations

Manage the candidate pipeline to ensure a smooth flow throughout the process.
Identify and address any irregularities or bottlenecks in the recruiting process immediately, and escalate for action.
Manage relationships with recruitment agencies and oversee their onboarding processes and documentation.
Keep all hiring team members updated, coordinated, and aligned on candidate status and next steps.
Manage the configuration and maintenance of our Applicant Tracking System (ATS) and other recruiting tools.
Develop and maintain up-to-date recruiting documentation, including job ads, candidate materials, and tooling guides.

Quarterly Team Retreats

Research, source, and vet venues for team retreats, ensuring they meet requirements.
Monitor and coordinate all travel booking processes, including flights, ground transportation, and arrivals for team members.
Act as the on-site coordinator during retreats to ensure smooth execution of the event.
Plan and oversee venue logistics, including menus, room allocation, workspace configuration, and technical equipment setup.

People Processes

Coordinate onboarding of new team members; ensuring smooth communication and set up for their start.
Manage the tooling and documentation of team-facing people processes, ensuring they are accessible and up-to-date.
Track and approve absence requests to ensure accurate records.
Process reimbursement requests efficiently and accurately.

🪜Background & Experience

Essential

4+ years in Operations or Project Management roles.
Experience in a high-performance, fast-paced environment.
Proven track record managing complex logistics (international travel, events).
Experience documenting and building processes from scratch, not just following them.
Ability to write clear, concise documentation that leaves no room for ambiguity.
Degree (Masters preferred); in a subject that required structured thinking.

Highly Valued

Experience planning and executing international events.
Experience working in a fully remote, distributed team.

Technical Skills

Must Have

Deep knowledge of Google Workspace toolset
- Calendar resources, groups, drive permissions, and admin console settings.
- Comfortable with spreadsheet formulas and data organisation for budgets and logistics .
- Comfortable using Google Sheets for complex travel data, budget tracking, and data organisation.
Experience with Notion, or similar documentation/project management tools.
Experience managing recruiting pipelines in tools like Ashby, Greenhouse, or Lever.

Nice to have

Experience with travel booking tools, such as Perk.
Experience with Deel or similar HRIS platforms.

Operating Style

You thrive when:

✅ The bar for quality is extremely high.

✅ There is no room for logistical errors (travel, visas, bookings) .

✅ Processes need to be built from scratch.

✅ You are solving complex, tangible problems

✅ You are working with smart, demanding people who expect speed and accuracy.

You struggle when:

❌ "Good enough" is acceptable.

❌ Tasks are ambiguous and you prefer to wait for instructions rather than creating a plan.

❌ Documentation is missing or sloppy.

🤝 What You'll Work With

Stakeholders

People Ops Manager - Your partner in running a well oiled people operations machine.
Founders (Co-CEOs) - Direct access for critical decisions.
Finance team: A team of 3 collaborating on finance, legal, and admin topics.
External providers: Recruitment agencies, Deel (HRIS) support team, travel agents, venue hosts.

Collaboration & Tooling

Ashby (ATS) - Recruitment pipeline.
Google Sheets - Complex logistics and budgeting.
Quire/Google Docs/Sheets - Task management, knowledge base and process documentation.
Perk - Flight and accommodation booking tools.
Deel (HRIS) - Absence policies and tracking

🌱 Why PlantingSpace?

Highlights

The Mission: We're not building another SaaS tool or ad-tech platform. We're working on fundamental problems in AI that could reshape how machines learn and reason. If that excites you, you'll fit right in.
The Team: Work with researchers and engineers who are highly passionate about their work and the problems we are solving. Our intellectual bar is exceptionally high - and that extends to finance operations too.
The Stage: Pre-revenue R&D means you're building financial operations from scratch. No legacy mess to clean up. You'll establish the foundation that scales to Series A, Series B, and beyond.

Unique organisation: startup spirit with solid foundations

Startup Spirit

Collaborate with the best: Join a hand-picked team of intellectually curious people who are deeply passionate about their work.
Make a real difference: Here, you aren't just a cog in a big machine; at eye-level with everyone else, your contributions directly impact the product and the team.
Move fast and be bold: We experiment, and dare to make big changes as needed. The best idea and execution is what matters, not hierarchy and red tape.
Engineered for Exponential Scale: We are a deep-tech venture with a significant technological moat, aimed at solving fundamental, large-scale problems.

Solid Foundations

Securely funded: Fully funded by the founders, meaning we operate without run-rate anxiety. Our ability to set our strategy is not driven by VC demands, but purely by the team’s understanding of what moves us fastest closer to our goal.
Focus on Product, not fundraising: Financial stability allows us to focus on long-term product potential, sustainable execution, and the strength of our team.
Quality over chaos: Startups are often scrappy, but we have the stability to do things properly; we have a high level of rigor and take the time to build things in a solid and reliable way from the start.

Team Retreats

We’re globally distributed but closely connected. Every three months, we bring the whole team together in nice locations across Europe.
We spend one week together: planning, solving problems at the white board, having fun and bonding.