Job description

About the role The Operations Coordinator role is focused on providing office, administrative, and customer support to our staff and the visitors hosted in our research center. This position will report to a member of the Shared Services team. This role is open indefinitely, with applications reviewed quarterly. The current review cycle closes on Sunday, October 18. Applications received after that date will be considered in the next review cycle. The next cohort of coordinators are expected to start on Monday, November 30. This is an entry-level, operational development role. The aim is to give you skills and experience across a broad range of operational tasks, along with foundational context about AI safety. You'll start by building core operations skills, then have room to explore the operational areas that interest you most (e.g. events, comms, HR, facilities). This role is meant to up-skill and develop operations coordinators into other roles within the ecosystem, usually within one year. Our goal is to provide training and context that can help you support Constellation as well as other organizations in our network as they scale during a period of rapid growth and rising importance for AI safety. Past coordinators have gone on to roles at Coefficient Giving, Redwood Research, and other teams at Constellation. The ideal candidate has strong attention to detail, excellent interpersonal skills, and is excited to support AI safety research in a fast-paced and friendly work environment. (The vibe and pace of work is much closer to a growing startup than a traditional nonprofit.) Ideally, you also have a few years of office management, customer support, or administrative experience. In this role, you’ll be the first person visitors and program participants meet when they arrive. You’ll respond to support requests, maintain accurate records in our systems, troubleshoot and fix things around the office, and help facilitate special events. Our research center hosts many of the top experts in AI safety, and we want to foster a space that supports their productivity and helps them work as efficiently as possible. This is an in-person, full-time position. This role requires being onsite from 8:30am-5:00pm on weekdays, plus periodic work on evenings and weekends when we are hosting events or handling urgent issues. Key responsibilities • Administrative support: Reserve offices and meeting rooms, prepare desks and offices for new members, update headcount estimates, etc. • Customer support: Welcome visitors when they arrive, register them in our systems, and give orientation tours. Manage inbound support requests, solve the ones you can, and escalate tickets that require input from other team members. • Site support: Troubleshoot and fix issues around the office. Order food, drinks, and office supplies. Update and post signage. • Event support: Staff workshops and happy hours, help with event setup and takedown, identify and respond to issues. • Team support: Support other programs and projects as needed. Over time, you can take on more responsibility and ownership of the work you find most interesting. Skills & experience • Experience coordinating administrative tasks for a team • Ability to work under pressure and stay flexible as your day changes • Experience prioritizing between multiple tasks or time-sensitive projects • Friendly, professional, and engaging with a wide range of people • Clear, concise written communication • Strong attention to detail • High proficiency with Google Docs & Sheets • Comfortable learning new web applications and technologies • Understanding of security processes and why security matters for our work • Preferred, not required: customer support experience, physical workspace maintenance, in-person event planning, and previous exposure to Slack, Asana, or other CRM tools You might be a good fit if: • You enjoy helping people face-to-face in a fast-paced environment. • You like creating spreadsheets and organizational systems. • You love creating to-do lists and crossing tasks off your list. • You can juggle competing tasks and adapt when priorities shift. • You care a lot about improving the user experience. • You're entrepreneurial, like learning new skills, and take ownership of your work. • You want to start a career operations, capacity building, or research support. • You’re excited to learn more about AI safety and the catastrophic risks associated with transformative AI.

Requirements

Must-haves

This is an in-person, full-time position. This role requires being onsite from 8:30am-5:00pm on weekdays, plus periodic work on evenings and weekends when we are hosting events or handling urgent issues.
Administrative support: Reserve offices and meeting rooms, prepare desks and offices for new members, update headcount estimates, etc.
Site support: Troubleshoot and fix issues around the office. Order food, drinks, and office supplies. Update and post signage.
Event support: Staff workshops and happy hours, help with event setup and takedown, identify and respond to issues.
Team support: Support other programs and projects as needed. Over time, you can take on more responsibility and ownership of the work you find most interesting.
Experience coordinating administrative tasks for a team
Ability to work under pressure and stay flexible as your day changes
Experience prioritizing between multiple tasks or time-sensitive projects
Friendly, professional, and engaging with a wide range of people
Clear, concise written communication
Strong attention to detail
High proficiency with Google Docs & Sheets
Comfortable learning new web applications and technologies
Understanding of security processes and why security matters for our work
You enjoy helping people face-to-face in a fast-paced environment.
You like creating spreadsheets and organizational systems.
You love creating to-do lists and crossing tasks off your list.
You can juggle competing tasks and adapt when priorities shift.
You care a lot about improving the user experience.
You're entrepreneurial, like learning new skills, and take ownership of your work.
You want to start a career operations, capacity building, or research support.
You’re excited to learn more about AI safety and the catastrophic risks associated with transformative AI.

Nice-to-haves

Preferred, not required: customer support experience, physical workspace maintenance, in-person event planning, and previous exposure to Slack, Asana, or other CRM tools

Application prep

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

Keywords to mirror

Platform: gem
Effort: medium