Operations Coordinator
IAPS is a U.S. nonprofit, nonpartisan think tank conducting policy research and talent programs focused on advanced AI, national security, compute policy, and international strategy.
Funding history
Investors
About Institute for AI Policy and Strategy
The Institute for AI Policy and Strategy (IAPS) produces forward-looking AI policy research, cultivates AI-policy talent, and provides insights to government, industry, academia, and civil society. Its stated focus areas are frontier security, compute policy, and international strategy.
Skills
Candidate Availability
Required and preferred rules are kept separate and reflect the wording in the original posting.
About the Role
You will coordinate operations across coworking spaces, act as the main liaison for property managers and vendors, manage office supplies and equipment, and support staff, visitors, travel, meetings, and events. You will also support people, finance, IT, compliance, documentation, metrics, and operational projects.
Requirements
- Experience in project management, including initiating, planning, executing, and monitoring projects
- Experience in generalist operations, including office and travel logistics, basic finance functions, and people and culture support
- Ability to identify issues, solve problems quickly, manage changing priorities, and execute solutions
- Strong accuracy and attention to detail
- Strong communication, empathy, social perceptiveness, and cultural sensitivity
- Interest in reducing risks posed by advanced AI systems
- Ability to travel internationally, including for at least one week for the annual retreat
- Valid U.S. work authorization
- Ability to work in person at the Washington, D.C. coworking space at least four days per week
- Willingness to work irregular hours during major events, including evenings and weekends as needed
Responsibilities
- Serve as the primary contact for Washington, D.C., London, and Berkeley coworking spaces and property managers
- Coordinate office access, space utilization, maintenance, future space needs, and contract renewals
- Liaise with facilities, IT, catering, and other office-facing vendors
- Manage equipment, office supplies, desk setups, access provisioning, welcome materials, and seating plans
- Maintain office readiness and address real-time on-site issues
- Support visitor coordination, team travel, fellowship office setup, and event logistics
- Onboard and offboard staff and fellows
- Coordinate employee-experience purchases, retreats, meetings, events, and organizational inboxes
- Provide communication, IT workspace, reimbursement, contract, financial-transaction, subscription, and service-provider support
- Assist with risk identification and compliance
- Own operational projects, prioritize tasks, communicate deadlines and blockers, and escalate issues
- Identify process gaps, develop and document procedures, and maintain internal systems and directories
- Track organization-wide operational metrics
Benefits
- Comprehensive health insurance
- Unlimited vacation with a minimum of 30 days off per year, including public local holidays
- Unlimited personal and sick leave within reason
- Up to 4–9 months of paid and unpaid parental leave
- Technology stipend equivalent to USD 5,000 every three years
- Annual team retreat and paid travel opportunities, with dependent-care stipends while traveling
- Coworking support including desk space in Washington, D.C.
- AI tools budget
- Flexible work schedules and locations
- Mental health coverage through medical benefits, where available
Hiring Process
Application questions → interviews with members of the operations team → reference checks; a brief additional assessment step may be added and communicated in advance.