Associate, Office & Operations

Americans for Responsible Innovation; Washington (District of Columbia); Hybrid; USD 80,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) with employer match

Professional development stipend

Wellness stipend

Home office stipend

Job summary

Americans for Responsible Innovation (ARI) is seeking an Associate, Office & Operations to join the Washington, DC-based Operations Department. You will manage day-to-day office operations, support IT and finance tasks, and contribute to cross-functional projects as ARI scales.

In this hybrid role, you will coordinate vendors, onboarding/offboarding, equipment provisioning, and event logistics while helping improve processes for a growing nonprofit focused on responsible AI governance.

Qualifications

• 1+ year of experience in operations, office management, administrative support, finance support, IT support, or a comparable role.
• Ability to manage competing priorities across multiple stakeholders in a fast-paced environment.
• Proficiency with Google Workspace, LLMs, and comfort learning new systems quickly.

Responsibilities

• Oversee day-to-day office operations, including inventory and ordering of office supplies and snacks, upkeep of meeting spaces and conference room technology.
• Serve as the first point of contact for day-to-day IT and technology needs, including troubleshooting laptops, Zoom, conference room AV, and other common technical issues; coordinate with ARI’s IT vendor for escalations and in-office support as needed.

Skills

Operations

Google Workspace

LLMs

Tools

Google Workspace

LLMs

Job description

Americans for Responsible Innovation (ARI) is a 501(c)(4) nonprofit organization advocating for artificial intelligence policy in the public interest. 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.

ARI has an affiliated organization, the Center for Responsible Innovation (CRI), a 501(c)(3), focused on promoting responsible innovation through conducting AI policy research and providing nonpartisan educational programming.

Department Description

The Operations Department owns the infrastructure that ARI is built on: finance, risk & compliance, IT, people operations, administration, workplace, and strategic planning.

Over the past two years, the department has grown ARI from a handful of staff to 35+ today (with more growth to come) while building the systems from scratch to keep pace. The Operations Department works in a high-trust environment, with broad responsibilities and room to grow into more self-directed work designing forward-looking systems meant to scale in a rapidly growing organization.

The Operations Department is hiring two associates to start this fall. This posting is for the Associate, Office & Operations. The companion role, Associate, People & Operations posting, focused on the employee lifecycle and compliance, is available here.

About the Role

Reporting to the Operations Manager, the Associate, Office & Operations leads office management across ARI’s two-floor office and supports IT and finance work, as well as additional ad hoc projects as assigned. As our organization grows, this role will likely 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:

Office Management (~60%)

• Manage day-to-day office operations, including inventory and ordering of office supplies and snacks, upkeep of meeting spaces and conference room technology.
• Ensure the team has the tools and resources needed to work effectively by identifying solutions to proactively address potential issues and improve workplace experience.
• Own routine office and operational communications to staff, including coordinating IT support, communicating office updates, and sending reminders about recurring deadlines and workplace needs.
• Support a welcoming experience for visitors and guests, including serving as a point of contact during in-office events.
• Oversee mail and package management.
• Manage day-to-day relationships with office-related vendors (building management, supply vendors, printer vendor) and ad hoc vendors (electricians, plumbers, etc.).
• Coordinate the procurement of technology and office equipment.
• Handle physical workspace setup for new hires, including desk setup, fob management, and issuing their laptops and other equipment.

IT & Finance Support (~25%)

• Serve as the first point of contact for day-to-day IT and technology needs, including troubleshooting laptops, Zoom, conference room AV, and other common technical issues; coordinate with ARI’s IT vendor for escalations and in-office support as needed.
• Execute the IT steps of onboarding and offboarding laptops, including device setup as well as device recovery and wipe at exit.
• Support accounts payable processing, including invoice intake, routing for approval, and payment preparation, and collect W-9s and other vendor onboarding documents.
• Reconcile corporate credit card transactions as part of monthly close, ensuring staff submitted appropriate documentation and flagging miscoded items.
• Manage contractor and vendor tracking database.
• Own the organization and retention of files in the Operations Shared Drive.

Operations & Ad Hoc Projects (~15%)

• Cross-train with the Associate, People & Operations on onboarding, offboarding, and the people system, and provide backup coverage during absences and peak periods; train them in turn on first-line IT, device provisioning, and workplace operations.
• Suggest, develop, and execute refined processes and systems to ensure a continuously better experience at ARI.
• Provide operational support for select internal/external event planning and coordination, including venue research, reception, and logistics.
• Strategic, logistical, or administrative projects as assigned and needed.

Our Ideal Candidate

We’re looking for someone who demonstrates:

• Integrity: as you will handle confidential and personally identifiable information that requires discretion and impartiality.
• A service mindset grounded in empathy: you notice what people need before they ask, consider the effect of decisions on multiple stakeholders, and take pride in a workplace that runs well.
• High standards in execution: you take pride in the quality of your work, work to continuously improve processes rather than reinventing each cycle, and maintain a high level of attention to detail even in dense spreadsheets.
• Proactive communication: you keep stakeholders informed, acknowledge requests promptly, clarify timelines as needed, and anticipate questions before they're asked.
• Adaptability: you can balance focused work with unexpected interruptions, shift priorities when needed, and come back to keep your original task moving.
• Continuous growth: you seek and give feedback freely, share perspectives openly, and are curious about operations as a career path.

Qualifications

• 1+ year of experience in operations, office management, administrative support, finance support, IT support, or a comparable role.
• Demonstrated ability to manage competing priorities across multiple stakeholders in a fast-paced environment.
• Proficiency with Google Workspace, LLMs, and comfort learning new systems quickly.
• Ability to work in person in our Washington, D.C. office Tuesday–Thursday. On rare occasions, you may need to come in on a Monday or Friday instead to accommodate office coordination.

Compensation, Benefits, and Location

This is a full-time position based in Washington, DC. Relocation assistance may be available. 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 $80,000 to $95,000, commensurate with experience.

ARI offers a comprehensive benefits package, including:

• Medical, dental, and vision insurance: 85% of healthcare, vision, and dental insurance premiums are covered for employees, partners, and dependents.
• Discretionary PTO and ~20 office holidays, including all Federal holidays and the week between Christmas and New Year’s Day.
• 401(k) Retirement Plan with 6% Employer Match.
• Professional Development Stipend: Up to $2,500 annually to be used towards building new knowledge and skills.
• Flexible Spending Accounts: Dependent Care FSA, Medical FSA, Transit FSA, and Parking FSA.
• Basic Life, Basic AD&D, Short-Term Disability, and Long-Term Disability: 100% employer-paid with the option to elect for employee-paid supplemental coverage.
• Wellness Benefit: $150/month taxable stipend to support physical and mental well-being.
• Internet & Utilities Reimbursement: $150/month taxable 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.

Non-Employee Referral Bonus

Know a great fit for any of the roles we’re hiring for? We value your network and will reward non-employees for successful referrals to help us attract and hire the very best talent to advance our mission.

If you refer a candidate who receives and accepts our offer, you’ll receive a referral bonus of $3,000 for any role at the Director and Vice President level, and $1,500 for all other positions.

• The candidate must list your name as the referral source in the application.
• The candidate must receive and accept the offer.
• The candidate must start and remain employed with us for at least 30 days.

To participate in this program, you must be a legal resident of the United States.