Operations Coordinator

Constellation Institute•Berkeley, CA

1d•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 dozens of AI safety organizations, alongside conference-style talks, workshops, and training bootcamps. This continuous operation fosters trust, collaboration, and shared insight, serving as a field-building hub by inspiring, orienting, and connecting new individuals to the field. Participants from Constellation programs have advanced to safety-focused roles at leading companies and institutes like METR, Redwood Research, Anthropic, Google DeepMind, OpenAI, and the US and UK Safety Institutes. The Operations Coordinator role focuses on providing office, administrative, and customer support to staff and researchers in the 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, startup-like environment. The role involves being the first point of contact for visitors and program participants, managing support requests, maintaining records, troubleshooting office issues, and assisting 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

A few years of office management, customer support, or administrative experience
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

Provide administrative support, including reserving offices and meeting rooms.
Book travel and lodging for visitors and guests.
Prepare desks and offices for new members and update headcount estimates.
Provide customer support by welcoming visitors, registering them in systems, and giving orientation tours.
Manage inbound support requests, solving solvable issues and escalating tickets that require input from other team members.
Provide site support by troubleshooting and fixing issues around the office.
Order food, drinks, and office supplies.
Update and post signage.
Provide event support by staffing workshops and happy hours.
Assist with event setup and takedown, and identify and respond to issues.
Support other programs and projects as needed.
Take on more responsibility and ownership of the work you find most interesting over time.