Operations Coordinator

Washington, DC

Full Time

Mid Level

Title: Operations Coordinator

Overview

Americans for Responsible Innovation (ARI) is seeking a proactive and reliable Operations Coordinator to join our fast-growing organization. The Operations Coordinator will support and carry out day-to-day operational functions of the organization in support of the Operations Manager and Vice President of Operations.

About Us

ARI is a nonprofit organization dedicated to policy advocacy in the public interest, focused on emerging technologies like artificial intelligence (AI). We believe in establishing a thoughtful governance framework for rapidly advancing AI technology that protects the public from harm while continuing to foster innovation. ARI takes a bipartisan approach, building coalitions across the political spectrum.

About the Role

Reporting to the Vice President of Operations, the Operations Coordinator will be responsible for office management, executing day-to-day operational tasks, supporting ad hoc projects/priorities, and coordinating internal events. The Operations Coordinator will collaborate closely with the Operations Manager and Vice President of Operations to implement the operational vision and strategies that support ARI’s goals and objectives.

Key Responsibilities

The Operations Coordinator will be a key and multi-faceted team member, supporting the organization through administrative, operational, and logistical functions. In this hands-on position, the Operations Coordinator, in partnership with the Operations Team, will be responsible for ensuring smooth day-to-day operations. As our organization grows, this role has the potential to evolve. The ideal candidate will have the opportunity to take on additional responsibilities, potentially specializing in specific areas of operations or taking on a more strategic role in the future.

Key responsibilities include, but are not limited to:

General Operations (~40%)

Plan and schedule team events, such as team lunches or happy hours.
Support the logistics of team meetings and trips, such as managing calendars and arranging travel.
Assist with meeting preparation and follow-up, including preparing materials and taking notes.
Coordinate the procurement and setup of all technology equipment with our IT vendor.
Support staff with basic technical troubleshooting.

Support bill and invoice payments operations, as well as coding credit card payments, as necessary.
Support external event planning and coordination, including venue research and logistics.
Support ad hoc projects and initiatives as necessary, including research, process documentation, and project coordination.
Propose, develop, implement, and support operational processes and policies to enhance organizational effectiveness.

Office Management (~30%)

Manage the office space to ensure the team has the necessary tools and supplies to perform their work, such as reserving meeting space, ordering tools and supplies, organizing spaces, and setting up office equipment.
Oversee mail and package management.
Support file and drive management, ensuring documentation and information is saved appropriately.
Manage day-to-day relationships with office related vendors, e.g., building management, furniture rental, movers, internet, etc.
Serve as the first point of contact for general office inquiries and visitors.

Human Resources (~30%)

Support hiring processes, including reviewing resumes and scheduling interviews.
Support onboarding and offboarding processes, such as adding and/or removing employees from tools and systems and communicating information to employees.
Assist with maintaining employee records and HR documentation/compliance.
Support the administration of benefits for all employees, including creating and filing information.

Qualifications

Required

2–4 years of full-time professional experience with 1+ year of experience in operations or administration.
- The ideal candidate will have at least 1 year of experience as an Operations Coordinator, Office Manager, or Executive Assistant.
Excellent organizational skills and attention to detail.
Strong verbal and written communication and interpersonal skills.
Demonstrated ability to manage multiple priorities in a fast-paced environment.
Experience with maintaining confidential information.
Strong proficiency in Google Suite or related software.

Thrives in an entrepreneurial and fast-paced environment and enjoys building systems from the ground up.
Passionate about nonprofit work and our mission.
Highly curious with a strong appetite for learning.
Proactive problem-solver with excellent analytical and decision-making skills.
Strong project management capabilities.

Preferred

A Bachelor’s Degree.
Experience in a non-profit organization.
Experience with and/or understanding of HR, IT, and financial principles (e.g., benefits administration, system administration, bank statement reconciliation, etc.).
Experience with operational software platforms, such as Sage Intacct, Rippling, Ramp, Gusto, iPostal1, Slack, Asana, and/or 1Password.
Strong interest in AI policy and emerging technologies.

Compensation, Benefits, and Location

This is a full-time position based in Washington, DC. ARI maintains a flexible hybrid work schedule (working in-person Tuesday-Thursday and remote on Monday and Friday).

The salary range for this role is $75,000 - $90,000, commensurate with experience.

ARI offers a comprehensive benefits package including:

Healthcare insurance - 85% of healthcare, vision, and dental insurance premiums covered for employees, partners, and dependents.
Unlimited PTO and ~20 office holidays, including all Federal holidays and the week between Christmas and New Year’s Day.
401k Retirement Plan with 6% Employer Match.
Wellness Benefit - stipend to support physical and mental well-being.
Internet & Utilities Reimbursement - stipend to cover internet and utilities’ expenses from remote work.
Home Office Expenses for New Employees - Up to $500 to all new full-time employees for home office set up expenses.
Professional Development Stipend - Up to $2,500 annually to be used towards building new knowledge and skills.
Medical FSA.
Commuter FSA.

Please note that due to the anticipated number of applicants, we may have a delay in our response time. All candidates will receive a response sharing the outcome of their application.

ARI is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, national origin, marital status, religion, gender, age, disability, sexual orientation, gender identity or expression, personal appearance, family responsibilities, political affiliation, or enrollment in a college, university, technical school, or adult education. We encourage women, people of color, and individuals from other marginalized backgrounds to apply.

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Americans for Responsible Innovation (ARI) is a nonprofit organization dedicated to policy advocacy in the public interest, focused on emerging technologies like artificial intelligence (AI).

Our mission is to help U.S. policymakers develop a thoughtful governance framework for rapidly advancing technologies that protects the public from harm while continuing to foster innovation.

Please review our open positions and apply to the positions that match your qualifications.