Operations Coordinator

Key Information

• Role: Operations Coordinator

• Salary: $66,000 – $88,000 USD annually (pre-tax)

• Location: Washington, D.C.

• Job type: Full-time, permanent position

• Start date: October or early November 2026

• Application deadline: Friday, October 2, at the end of the day (23:59) PDT.

• Contact: Please email careers@iaps.ai if you have any questions about the hiring process.

About the Position

We are looking for a detail-oriented operations generalist to take ownership of a range of cross-functional tasks, including office coordination across our coworking spaces in Washington, D.C., Berkeley, CA, and London, UK. 

The role will own coordination across each IAPS office hub and serve as a key source of operational support to a range of IAPS teams, especially the Programs and Policy teams, and support team travel to our coworking spaces. You'll work closely with our property managers and other office-facing vendors as our primary liaison, coordinating access and space utilization, managing supply and equipment needs, handling maintenance requests, and flagging issues before they become problems. 

Additionally, you’ll support People Operations, Business Operations, and General Operations tasks, offering broad exposure and opportunities for professional growth. This includes fostering a positive office and employee experience, providing systems support, and aiding project management processes.

This is an office-based role in Washington, D.C. for those who have valid U.S. work authorization. We cannot support visas for this position. The annual salary range for a Coordinator is $66K-88K USD, depending on experience and inclusive of our location-based adjustment for D.C. All salaries are pre-tax, and will be prorated to the hours worked. 

In this role, as a member of the Operations team, you’ll report to the People Operations Manager, and work closely with the whole team, who will support you along the way. 

This role requires the ability to take initiative and move work forward independently, while staying closely connected and collaborative with colleagues across geographies. This role involves a high level of interpersonal interaction, as well as strong coordination and organization skills, and will suit candidates who are comfortable engaging regularly with teammates and stakeholders, and who enjoy providing the kind of in-person and behind-the-scenes support that helps others do their best work.

Working Hours: At minimum, this role needs to be available to be in-person at our D.C. coworking space four days a week on a regular basis, with a willingness to work irregular hours during major events, including evenings and weekends as needed.

Travel: Please note that international travel, including at least for a length of one week for our annual organization-wide retreat, is an essential requirement for this position. We ask that you only apply if you are able to meet the travel requirements for this position.

Key Responsibilities

• Office Management & Liaison 

  • Facilities & vendor liaison

    1. Serve as primary point of contact for the DC, London, and Berkeley coworking spaces, managing the relationship with property managers; coordinate access, space utilization, maintenance requests, with on-site support from London and Berkeley coworking office staff.

    2. Liaise with IT/facilities contractors, lunch catering vendors, and other office-facing vendors.

    3. Flag and resolve facilities issues before they escalate.

    4. Coordinate access, future space needs, and support contract renewals, along with other office-related operations.

  • Coordinating office supplies, equipment, workspace, and desk logistics

    1. Oversee purchasing, managing, and tracking of equipment and office supplies across co-working spaces.

    2. Desk setup and access provisioning for new staff, fellows, and visitors.

    3. Prepare welcome materials and onboarding logistics for office arrivals.

    4. Manage seating/space planning as headcount grows.

  • Day-to-day office upkeep

    1. General office tidiness, supply restocking, ensuring the space "just works."

    2. Being on-site 4+ days/week to handle real-time issues.

  • Special events & meetings support

    1. Support visitor coordination for Programs/Policy team events.

    2. Support IAPS teams traveling to our hubs.

    3. Handle the Fellowship office set up/onboarding logistics. 

• People & General Operations

  • Onboard and offboard new staff, including cohorts of fixed-term Fellows.

  • Coordinate purchases related to culture and employee experience.

  • Provide support for virtual and in-person team retreats.

  • Manage organizational inboxes. 

  • Coordinate virtual and/or in-person meetings, events or activities.

  • Provide general external and internal communication support.

  • Share learnings with other IAPS staff to improve overall processes and reduce redundant efforts. Serve as one of the Ops team points of contact for operations requests, including IT workspace support (e.g., troubleshooting tech and account issues across our various systems and platforms, setting up automations, etc.).

  • Support staff reimbursements, assist with contracts, and initiate financial transactions within your area of responsibility.

  • Research service providers and manage technology subscriptions.

  • Assist with risk identification and compliance. 

• Project and Task Management: 

  • Take ownership of operational support tasks and be clear and transparent when setting and agreeing to deadlines and being overall responsible for your work.

  • Own project management plans and set goals, prioritizing competing tasks and handling tasks end-to-end, communicating blockers and escalating issues.

  • Provide timely project updates, escalate issues when relevant, and raise potential capacity issues as early as possible, making sure things get done on time that you agree to, and delaying or delegating other tasks that are lower priority.

  • Develop a plan for covering your work during planned time off, together with your manager.

  • Identify gaps or inefficiencies in our processes, proactively proposing new ones and improvements.

  • Develop and document relevant processes and procedures (e.g., SOPs, policies) to support IAPS’ long-term success.

  • Maintain and update internal file systems and directories, including in Google, Airtable, Notion, Asana, vendor files, and others as needed.

  • Track organization-wide metrics to support operations-related decision-making.

  • Provide general operational project support for other initiatives as needed.

What We’re Looking For

Required Skills and Experience

• Experience in project management, including initiating, planning, executing, and monitoring projects.

• Experience in generalist operations (e.g., office and travel logistics, basic finance functions, people & culture support, and related skills).

• Strong operational mindset with the ability to identify issues, problem-solve quickly, manage fast-moving priorities, and execute solutions efficiently.

• Proactiveness, resourcefulness, and a drive to independently find solutions.

• Exceptional accuracy and attention to detail.

• Strong communication, empathy, and social perceptiveness; cultural sensitivity and an awareness of diverse perspectives and backgrounds.

• Interest in supporting initiatives to reduce risks posed by advanced AI systems.

• Ability to travel: Some travel may be needed to support project specific activities, beyond the required one week per year annual staff retreat.
  

Desired Skills and Experience

• Office Coordination: Some experience in supporting office management tasks, such as supplies procurement, vendor management, and event setup, or similar in-person responsibilities. 

• Financial Literacy: Basic knowledge of financial principles, such as expense tracking, and an interest in further developing finance skills.

• Data Analysis: Some experience or interest in performing basic data analysis using spreadsheet tools.

• US Nonprofit Knowledge: Basic knowledge of the US nonprofit sector, especially related to employment and compliance.

• Technical Skills: Some experience with IT or tech support (e.g. ticketing systems, troubleshooting tools), familiarity with various different platforms (e.g., Google Workspace, Slack) and/or specialized tools like Airtable, Asana or Notion.

What We Offer

Compensation

• Annual salary within the following range for a full-time position, prorated for part-time work: $66,000 – $88,000 USD annually (pre-tax)

• The exact salary will be based on the candidate's prior relevant experience.

Benefits 

• Comprehensive benefits package, including generous health insurance.

• Generous paid time off (PTO) and unpaid leave, including:

  • Unlimited vacation with a minimum of 30 days off per year (which includes public local holidays).

  • Unlimited (within reason) personal and sick leave.

  • Parental leave: up to 4-9 months of a combination of paid and unpaid leave that can be taken within the first two years after a child’s birth or adoption.

• Technology stipend equivalent to $5,000 USD every 3 years for purchasing work and office equipment.

• Annual team retreat and other opportunities for paid travel of generally 1-2 weeks per trip, including stipends to help cover the cost of dependent care while traveling.

• A caring team that values respectful work relations and a healthy work-life balance.

• Coworking support (including in-person desk space in DC) and AI tools budget to help you be your most productive self.

• We encourage proactive professional development and offer learning opportunities, including conferences and workshops.

Hiring Process-Specific Information

• We are not able to sponsor visas for this role.

• Evaluation stages: There are 3 steps in our evaluation process for this role: (1) Application questions, (2) interviews with members of the operations team and (3) reference checks. We may insert a brief additional step to help us fairly assess candidates. If used, this step will be communicated in advance.

• Inclusivity and fairness: IAPS is committed to building an inclusive, equitable, and supportive community for you to thrive and do your best work. Please don’t hesitate to apply for a role regardless of your age, gender identity/expression, political identity, personal preferences, physical abilities, veteran status, neurodiversity or any other background. We provide reasonable accommodations and benefits, including, for example, flexible work schedules and locations, mental health coverage through medical benefits (as available), as well as technology budgets and professional development time that can be used, for example, to purchase assistive technology or engage in job coaching.

• Accessibility: We're committed to running an inclusive and accessible hiring process. We warmly invite you to reach out to careers@iaps.ai with any accommodation requests.

• Extension Requests: We will try to accommodate extension requests that are made before the deadline and are for up to three days. We generally cannot accommodate extension requests made on or after the application deadline, or are longer than three days, and cannot accept late submissions to ensure fairness to other applicants.

About IAPS

The Institute for AI Policy and Strategy (IAPS) is a nonpartisan think tank that produces forward-looking policy research to address the implications of advanced artificial intelligence, from today’s frontier models to potential AGI and beyond. Our work equips policymakers and industry leaders to protect innovation while navigating high-magnitude risks and opportunities at the intersection of AI, national security, and geopolitics.

Our work includes:

• Conducting forward-looking policy research in areas including preparedness, information and supply chain security, and international coordination needed to navigate strategic competition with adversaries who may misuse AI.

• Cultivating policy talent — IAPS is forging a community of researchers and practitioners from across many policy areas and backgrounds to meet this critical moment.

• Providing relevant and timely insights to stakeholders across Congress, the executive branch, industry, academia, and civil society.

Follow these links to read more about our work and our team, and sign up to our newsletter.

To apply, please click the 'Apply Now' button below.

Note Before Applying: Please do not include a cover letter, photograph, or headshot of yourself, or any personal information that is not relevant to the role for which you're applying (including marital status, age, identity traits, etc.). Additionally, please do not ask our staff members involved in the hiring process to meet with you. To ensure fairness, we try to minimize these interactions, and requests for meetings with the hiring committee members during the process will be declined.

Contact: Please email careers@iaps.ai if you have any questions.