Program Operations Assistant

About Constellation

Constellation’s mission is to help the world safely navigate the development of transformative AI. We run a collaborative research center that hosts and supports researchers from nonprofit organizations, universities, companies, think tanks, and governments. Our programs foster knowledge sharing and collaboration across the AI safety field. We are a 501(c)3 nonprofit located in Berkeley, California.

About the Role

The Program Operations Assistant role is focused on providing event, administrative, and user support to our operations team and the researchers hosted in our shared workspace. Together, our team manages everything from travel logistics to IT support to workshops for many of the world’s top AI safety experts. This position reports to the Director of Operations.

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 is much closer to a growing startup than a traditional nonprofit.) Ideally, you also have a few years of experience in operations, customer support, or administrative work. 

This is an in-person, full-time position. This role requires being onsite from 8:30am-5pm on weekdays. Occasional work is required on evenings and weekends when we are hosting events or handling an urgent support issue.

Responsibilities

• Member 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.
• Administrative support: Booking travel and lodging for visitors and guests, preparing desks and offices for new members, updating headcount estimates, etc.
• Event support: Staffing workshops and happy hours, identifying and responding to issues.
• Team support: Supporting other operations team projects as needed. Over time, you can take on more responsibility and ownership of the work you find most interesting.

Skills & Experience

• Experience managing customer support issues or user requests
• 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 planning events or travel for groups (preferred, not required)
• Experience using Slack, Asana, and CRM tools (preferred, not required)

You might be a good fit for this role if you:

• Enjoy working in a fast-paced office environment
• 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

Additional Details 

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.

We would like the candidate to start as soon as possible after receiving an offer, though there is some flexibility.

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.