Operations Coordinator

astera; Emeryville (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Astera Neuro is seeking an organized Operations Coordinator to support the COO in keeping research operations on schedule and running smoothly. You’ll track projects, coordinate across science, engineering, and operations, and ensure critical work doesn’t fall through the cracks.

This entry-level role is ideal for someone who loves building systems, learning new software quickly, and leveraging AI tools to improve workflows in a fast-paced Bay Area research environment.

Qualifications

• 1–3 years of experience in a project coordination, operations, executive support, or program management role (internships count).
• Exceptional organizational skills and an ability to juggle multiple projects and deadlines without losing track of details.
• Strong written and verbal communication skills; comfortable interfacing with leadership and technical teams alike.
• A proactive, ownership-driven mindset — you notice what needs to get done and follow through without being asked twice.
• Comfortable working in a fast-paced, early-stage environment where priorities can shift quickly.
• Proficiency with common productivity and collaboration tools (e.g., Google Workspace, Slack, project trackers like Asana/Notion).
• Fluency with new software and an instinct to reach for AI tools and automation to work faster and better.
• Discretion and sound judgment with confidential information.

Responsibilities

• Partner directly with the COO to manage day-to-day operational priorities, project timelines, and follow-ups across the organization.
• Track cross-functional projects from kickoff to completion, keeping timelines, owners, and action items organized and visible.
• Use AI tools and automation to streamline workflows, draft first-pass materials, and build lightweight internal tools.
• Coordinate and prepare materials for leadership meetings, all-hands, and cross-team syncs, including agendas, notes, and follow-up tracking.
• Support vendor, facilities, and logistics coordination to keep the lab and office running smoothly.
• Help plan and execute internal events, onboarding logistics, and team offsites.
• Support recruiting coordination, including interview scheduling, candidate communications, and offer logistics, as the team grows.
• Maintain operational documentation, trackers, and dashboards so the team always has an accurate view of what's in flight.
• Identify process gaps and help build lightweight systems that make the organization more efficient as it scales.
• Take on ad hoc projects and special initiatives as priorities shift, no two weeks will look exactly the same.

Skills

Project coordination

Operations

Executive support

Program management

Organizational skills

Communication

Proactive mindset

Productivity tools

AI tools

Education

Bachelor's degree or equivalent practical experience

Tools

Google Workspace

Slack

Asana

Notion

Airtable

Zapier

Job description

Company Overview

Astera Neuro is a philanthropically funded research organization within the Astera Institute, working to decipher and ultimately write the neural codes underlying perception, thought, behavior, and internal state. The tools this requires do not yet exist. We are assembling a founding team of experimental neuroscientists, computational scientists, and engineers to build them, from recording and interface hardware to software and computational methods, and to use them to study neural activity at unprecedented scale, with direct promise for treating neurological and psychiatric disease. We pursue high-risk, high-reward science in a collaborative, well-resourced environment and share our tools, data, and discoveries openly under Astera's Open Science Policy.

Position Summary

Astera Neuro is looking for an Operations Coordinator to support the Chief Operating Officer in keeping our research operations organized, on schedule, and running smoothly. You'll sit at the center of the organization, tracking projects, coordinating across science, engineering, and operations teams, and making sure important work doesn't fall through the cracks. This is a great role for someone early in their career who is highly organized, detail-oriented, and excited to learn how a cutting-edge research organization runs day to day. The ideal candidate is a creative, tech-forward generalist who picks up new tools quickly and reaches for AI and automation before doing anything manual twice.

What You Will Build

• Partner directly with the COO to manage day-to-day operational priorities, project timelines, and follow-ups across the organization.

• Track cross-functional projects from kickoff to completion, keeping timelines, owners, and action items organized and visible.

• Use AI tools and automation to streamline workflows, draft first-pass materials, and build lightweight internal tools.

• Coordinate and prepare materials for leadership meetings, all-hands, and cross-team syncs, including agendas, notes, and follow-up tracking.

• Support vendor, facilities, and logistics coordination to keep the lab and office running smoothly.

• Help plan and execute internal events, onboarding logistics, and team offsites.

• Support recruiting coordination, including interview scheduling, candidate communications, and offer logistics, as the team grows.

• Maintain operational documentation, trackers, and dashboards so the team always has an accurate view of what's in flight.

• Identify process gaps and help build lightweight systems that make the organization more efficient as it scales.

• Take on ad hoc projects and special initiatives as priorities shift, no two weeks will look exactly the same.

Who You Are

Required:

• 1–3 years of experience in a project coordination, operations, executive support, or program management role (internships count).

• Exceptional organizational skills and an ability to juggle multiple projects and deadlines without losing track of details.

• Strong written and verbal communication skills; comfortable interfacing with leadership and technical teams alike.

• A proactive, ownership-driven mindset — you notice what needs to get done and follow through without being asked twice.

• Comfortable working in a fast-paced, early-stage environment where priorities can shift quickly.

• Proficiency with common productivity and collaboration tools (e.g., Google Workspace, Slack, project trackers like Asana/Notion).

• Fluency with new software and an instinct to reach for AI tools and automation to work faster and better.

• Discretion and sound judgment with confidential information.

Preferred/Nice to Have:

• Experience supporting a senior executive or leadership team directly.

• Exposure to a research, lab, hardware, or scientific organization.

• Familiarity with basic budgeting, vendor management, or procurement processes.

• Experience with no-code or automation tools (e.g., Zapier, Airtable, Notion databases) or basic scripting.

Education

• Bachelor's degree or equivalent practical experience.

Compensation

The posted salary range is based on location in the Bay Area. The successful candidate will receive a competitive compensation package, including comprehensive benefits, commensurate with their experience.

Why Join Us

This is a rare opportunity to get an inside view of how a cutting-edge neuroscience research organization operates, from the lab floor to the leadership table. You'll work closely with our COO, gain exposure to every part of the organization, and help build the operational foundation that lets our scientists and engineers do their best work. You don't need a neuroscience background; you need to be organized, resourceful, and excited to make things run better.