Onboarding Coordinator - EMEA

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 to manager development and company-wide learning systems used across OpenAI.

About the Role

We’re looking for an Onboarding Coordinator to support our EMEA onboarding program, seated in Dublin, on a 6-month contract with the option to extend based on business need. This role will manage the end-to-end operational execution of onboarding activities across EMEA, ensuring a smooth, welcoming, and well-coordinated experience for new hires and their managers.

You will own day-to-day onboarding operations including calendar invites, pre-onboarding communications, Day 1 preparation, facilitator support, and in-person logistics for onboarding in Dublin and London, as well as occasional remote onboarding across the EMEA region. You’ll also partner closely with IT and Workplace teams to support device readiness, distribution, and Day 1 integration.

This role is ideal for someone who thrives on operational excellence, enjoys supporting others through key moments of transition, and is energized by cross-functional collaboration in a fast-paced, global environment.

This role is based on a 40-hour/week schedule and may require travel.

Your Responsibilities

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

• Draft and send templated communications to new hires and managers, including pre-onboarding emails, Day 1 notes, reminders, and follow-ups.

• Manage calendar invites for onboarding sessions, tech setup, security briefings, leadership sessions, and other onboarding programming.

• Partner with the EMEA IT onboarding team to support device management, readiness, and distribution, ensuring laptops and equipment are prepared and delivered in time for Day 1.

• Coordinate logistics for in-person onboarding in Dublin and London, including room scheduling, facilitator support, materials, and day-of assistance.

• Partner with Workplace teams to support Day 1 integration, including badge access, space readiness, and a smooth on-site arrival experience for new hires.

• Support occasional remote onboarding across the EMEA region, ensuring a consistent and high-quality experience regardless of location.

• Maintain and update onboarding pages and resources in tools such as Notion and OpenHouse with accurate session information, dates, and materials.

• Support facilitators and presenters with session preparation, run-of-show coordination, and real-time troubleshooting.

• Help manage onboarding exceptions and region-specific nuances with care, attention to detail, and sound judgment.

We’re Seeking

• Experience in onboarding coordination, HR operations, or program coordination in a fast-paced environment.

• Strong organizational and communication skills, with comfort managing multiple timelines and time zones across EMEA.

• Proficiency with tools such as Google Calendar, Slack, Notion, Zoom, and related collaboration platforms.

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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