Job description

WHO WE ARE Odyssey odyssey.ml is an AI lab pioneering general world models: causal, multimodal systems that learn to predict and interact with the world over long horizons. This foundational technology promises to revolutionize robotics, science, healthcare, education, gaming, defense, and beyond. Odyssey’s founders previously pioneered the most complex application of physical AI: self-driving cars. They’ve now brought together a world-class research team from DeepMind, Tesla, Waymo, Meta, Apple, and Wayve, who have made significant contributions to language models (DeepMind Gemini), video models (DeepMind Veo), world models (Wayve GAIA), and autonomous systems (Tesla FSD). Odyssey has raised significant venture capital from GV, Amazon, AMD, EQT, NVIDIA, Natural Capital, In-Q-Tel, Elad Gil, Jeff Dean, Guillermo Rauch, Garry Tan, Kyle Vogt, and researchers from OpenAI, DeepMind, MSL, Recursive, and Thinking Machines. WHAT WE'RE LOOKING FOR We are seeking a detail-oriented, highly organized People Operations Coordinator to keep the day-to-day operations of our People team running smoothly across our offices in Palo Alto, London, and Zurich. In this role, you will be the go-to coordinator for immigration and visa cases, core People administration, and company and talent events. You will track visa cases and deadlines alongside immigration counsel, support employees through onboarding, offboarding, and everyday People requests, keep our HRIS and employee records accurate, and support the logistics behind conferences, offsites, and engagement activities. You will also work cross functionally with the Talent team on talent activations and support People initiatives as the team builds scalable processes for a fast-growing frontier AI lab. This role reports to the Head of People. KEY RESPONSIBILITIES - Immigration & Visas: Track visa and work authorization cases across the US, UK, and Switzerland, coordinate documentation, and manage filing and renewal deadlines. - Employee Support: Serve as the main point of contact with external immigration counsel, and guide employees through each step of the process with clear, timely communication. - Onboarding & Offboarding: Support the coordination of onboarding and offboarding, including paperwork, systems access requests, equipment handoffs with IT, and day-one logistics. - People Administration: Maintain employee documentation, keep HRIS data accurate and current. - Project Support: Assist with People initiatives, including research, process improvements, documentation, and administrative coordination. - Company Events: Support the coordination of conferences, offsites, and employee engagement activities, managing vendors, logistics, registrations, and budgets. - Talent Activations: Work cross-functionally with the Talent team to coordinate recruiting events and talent activations. - Use automation and AI tools to build trackers, templates, and playbooks that make People operations more scalable. - Confidentiality: Handle sensitive employee and immigration information with discretion and in line with company policy. QUALIFICATIONS & SKILLS - Experience: 3+ years in People operations, HR coordination, immigration coordination, or event operations, ideally in a high-growth tech environment. - Organization & Follow-Through: Proven ability to manage many deadlines and moving parts at once without dropping details. - Systems & Tools: Comfortable working in an HRIS and with spreadsheets and trackers (Google Sheets, or similar). - Communication: Clear, warm written and verbal communication with employees, external counsel, and vendors. - Location: Based in Palo Alto, CA, with in-office presence to support events and onboarding, and occasional travel to our London and Zurich offices. PREFERRED QUALIFICATIONS - Hands-on experience coordinating employment-based immigration, such as US H-1B, O-1, or green card processes, or UK and Swiss work permits. - Experience supporting events or offsites for multi-office or distributed teams. - Background in a hyper-growth tech startup. Our staff is expected to be in office at least three times a week. A lot of our progress comes from working through problems together, and we want you in the room for that.

Requirements

Must-haves

We are seeking a detail-oriented, highly organized People Operations Coordinator to keep the day-to-day operations of our People team running smoothly across our offices in Palo Alto, London, and Zurich.
Immigration & Visas: Track visa and work authorization cases across the US, UK, and Switzerland, coordinate documentation, and manage filing and renewal deadlines.
Employee Support: Serve as the main point of contact with external immigration counsel, and guide employees through each step of the process with clear, timely communication.
Onboarding & Offboarding: Support the coordination of onboarding and offboarding, including paperwork, systems access requests, equipment handoffs with IT, and day-one logistics.
People Administration: Maintain employee documentation, keep HRIS data accurate and current.
Project Support: Assist with People initiatives, including research, process improvements, documentation, and administrative coordination.
Company Events: Support the coordination of conferences, offsites, and employee engagement activities, managing vendors, logistics, registrations, and budgets.
Talent Activations: Work cross-functionally with the Talent team to coordinate recruiting events and talent activations.
Use automation and AI tools to build trackers, templates, and playbooks that make People operations more scalable.
Confidentiality: Handle sensitive employee and immigration information with discretion and in line with company policy.
Experience: 3+ years in People operations, HR coordination, immigration coordination, or event operations, ideally in a high-growth tech environment.
Organization & Follow-Through: Proven ability to manage many deadlines and moving parts at once without dropping details.
Systems & Tools: Comfortable working in an HRIS and with spreadsheets and trackers (Google Sheets, or similar).
Communication: Clear, warm written and verbal communication with employees, external counsel, and vendors.
Location: Based in Palo Alto, CA, with in-office presence to support events and onboarding, and occasional travel to our London and Zurich offices.

Nice-to-haves

Hands-on experience coordinating employment-based immigration, such as US H-1B, O-1, or green card processes, or UK and Swiss work permits.
Experience supporting events or offsites for multi-office or distributed teams.
Background in a hyper-growth tech startup.
Our staff is expected to be in office at least three times a week. A lot of our progress comes from working through problems together, and we want you in the room for that.

Application prep

Use the role’s language and application details while tailoring your materials.

Keywords to mirror

mlaigo

Platform: ashby
Effort: quick