Operations Coordinator

Constellation Institute•Berkeley, CA

19h•Onsite

About The Position

Constellation is an independent research center based in Berkeley, CA, dedicated to accelerating AI safety insight, research, and talent through enhanced cooperation. It operates continuously as a physical workspace, hosting over 100 people weekly from various AI safety organizations, academia, industry, and government, with hundreds more visiting annually. This continuous operation fosters trust, collaboration, and shared insight, making Constellation a hub for field-building by inspiring, orienting, and connecting new individuals to the field. Many past participants have transitioned into safety-focused roles at prominent AI companies and institutes. The Operations Coordinator role focuses on providing office, administrative, and customer support to Constellation staff and the researchers hosted in its shared workspace. This position reports to a member of the Program Operations team. The ideal candidate is detail-oriented, possesses excellent interpersonal skills, and is enthusiastic about supporting AI safety research in a fast-paced, friendly, and startup-like work environment. Ideally, candidates will have a few years of office management, customer support, or administrative experience. In this role, the coordinator will be the initial point of contact for visitors and program participants, manage researcher support requests, maintain accurate records, troubleshoot office issues, and assist with special events. This is a full-time, in-person position requiring onsite presence from 8:30 am to 5:00 pm on weekdays, with periodic work on evenings and weekends for events or urgent issues.

Requirements

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
Enjoy helping people face-to-face in a fast-paced environment
Like creating spreadsheets to organize things
Love creating to-do lists and crossing tasks off your list
Can effectively prioritize and juggle a variety of competing requests
Care a lot about improving the user/customer experience
Are entrepreneurial and like learning new skills
Like taking responsibility and owning your work
Care about AI safety and improving researcher productivity

Nice To Haves

Experience managing customer support issues or user requests
Experience maintaining a physical workspace
Experience planning in-person events for groups
Experience using Slack, Asana, and CRM tools

Responsibilities

Reserving offices and meeting rooms.
Booking travel and lodging for visitors and guests, preparing desks and offices for new members, updating headcount estimates, etc.
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.
Troubleshoot and fix issues around the office.
Order food, drinks, and office supplies.
Update and post signage.
Staffing workshops and happy hours, helping with event setup and takedown, identifying and responding to issues.
Supporting other programs and projects as needed.
Taking on more responsibility and ownership of the work you find most interesting over time.