Operations Coordinator

Constellation Institute; Berkeley (CA); On-site; USD 78,000 - 98,000; Full time

Benefits offered by this job

Healthy meals and dinners catered by厨房

Unlimited snacks & drinks

Generous vacation policy

401(k) with employer match

Employer-paid commuter benefits

Health, dental, and vision insurance

Friendly and supportive team

Regular interaction with AI safety研究者

Job summary

Constellation Institute, based in Berkeley, CA, seeks an Operations Coordinator for on-site, full-time support of our staff and researchers in a dynamic workspace. You will handle office logistics, guest services, and event support in a startup-like nonprofit environment.

Ideal candidate has prior experience in office management or administrative roles, excellent communication, and comfort with multiple web tools. On-site hours 8:30am–5:00pm, with occasional evenings/weekends for events.

Qualifications

• Experience coordinating administrative tasks for a team.
• Strong written communication and interpersonal skills.
• Detail-oriented with ability to manage multiple tasks.

Responsibilities

• Administrative support: reserving offices and meeting rooms; booking travel and lodging for visitors; updating headcount estimates.
• Customer support: welcoming visitors, registering them, giving orientation tours; managing inbound requests; escalating issues.
• Site support: troubleshoot and fix office issues; order supplies; update signage.
• Event support: staff workshops and happy hours; assist with setup and takedown; address issues.
• Team support: assist other programs and projects; grow responsibilities over time.

Skills

Administrative coordination

Interpersonal skills

Written communication

Attention to detail

Adaptability and learning

Customer support experience

Tools

Google Docs & Sheets

Slack

Asana

CRM tools

Job description

About Constellation

Constellation is an independent research center that brings together people throughout the AI safety ecosystem to accelerate insight, research, and talent through better cooperation. Unlike a conference or summit, Constellation operates continuously, in the form of a physical workspace as well as conference‑style talks, workshops, and training bootcamps. Continuous operation allows for relationships and conversations to develop over time, meaningfully fostering trust, collaboration, and shared insight. It also makes Constellation a natural field‑building hub by rapidly inspiring, orienting, and connecting people who are newer to the field.

Constellation is an independent research center that brings together people throughout the AI safety ecosystem to accelerate insight, research, and talent through better cooperation. Unlike a conference or summit, Constellation operates continuously, in the form of a physical workspace as well as conference‑style talks, workshops, and training bootcamps. Continuous operation allows for relationships and conversations to develop over time, meaningfully fostering trust, collaboration, and shared insight. It also makes Constellation a natural field‑building hub by rapidly inspiring, orienting, and connecting people who are newer to the field. Based in Berkeley, CA, our shared workspace hosts over 200 people per week across dozens of AI safety organizations in nonprofits, academia, industry, and government. Hundreds of other researchers spend time at Constellation for shorter visits each year. We believe this is the strongest and highest‑output network of AI safety researchers in the world; dozens of participants in past Constellation programs have gone on to safety‑focused roles at companies such as METR, Redwood Research, Anthropic, Google DeepMind, OpenAI, and the US and UK Safety Institutes.

About The Role

The Operations Coordinator role is focused on providing office, administrative, and customer support to our staff and the researchers hosted in our shared workspace. This position will report to a member of the Shared Services team. The ideal candidate is detail‑oriented, has 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 researcher support requests, maintain accurate records in our systems, troubleshoot and fix things around the office, and help facilitate special events. 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: Reserving offices and meeting rooms. Booking travel and lodging for visitors and guests, preparing desks and offices for new members, updating headcount estimates, etc.
• Customer support: Welcoming visitors when they arrive, registering them in our systems, and giving orientation tours. Managing inbound support requests, solving the ones you can, and escalating 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: Staffing workshops and happy hours, helping with event setup and takedown, identifying and responding to issues.
• Team support: Supporting 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 be friendly, professional, and engaging with a wide range of people
• Clear, concise written communication
• Strong attention to detail
• High level of proficiency with Google Docs & Sheets
• Comfortable learning new web applications and technologies
• Experience managing customer support issues or user requests (preferred, not required)
• Experience maintaining a physical workspace (preferred, not required)
• Experience planning in‑person events for groups (preferred, not required)
• Experience using Slack, Asana, and CRM tools (preferred, not required)

You Might Be a Good Fit If

• You enjoy helping people face‑to‑face in a fast‑paced environment.
• You like creating spreadsheets to organize things.
• You love creating to‑do lists and crossing tasks off your list.
• You can effectively prioritize and juggle a variety of competing requests.
• You care a lot about improving the user/customer experience.
• You are entrepreneurial and like learning new skills.
• You like taking responsibility and owning your work.
• You care about AI safety and improving researcher productivity.

Compensation & Benefits

The base pay range for this role is $78,000 – $98,000 per year.

Our benefits are hard to beat! They include:

• Healthy lunches and dinners catered by our amazing kitchen team
• Unlimited snacks & drinks
• Generous vacation policy
• 401(k) with employer match
• Employer‑paid commuter benefits
• High‑quality health, dental, and vision insurance
• Friendly and supportive team
• Regular interaction with AI safety researchers and thought leaders

Additional Information

This is a full time, on‑site role. Our Berkeley office is a few steps from the nearest BART (metro) and bus stop. On‑site parking is also available.

The ideal candidate for this role will have some combination of the skills and experiences described above. If you are not sure if you are qualified, we strongly encourage you to apply anyway. Beyond the qualifications outlined, our priority is building a team that will help humanity safely navigate the development of transformative AI. If you would be excited to do this work, we’d love to consider you.

We value diversity in all respects and base our hiring decisions on the needs of the organization and individual qualifications. We welcome applicants from all backgrounds, regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age or disability.