How to apply for Operations Lead

About Frame

Frame runs creative programs for storytellers and communicators working to improve public understanding of AI risks. This is a small operation focused on a specific topic, so the work has a clear purpose. The role is a contract position tied to one 10-week accelerator in San Francisco.

About the role

You will own operational management for a 10-week AI-focused accelerator program in San Francisco. This means building schedules and run-of-show, managing guest and mentor logistics, overseeing vendors for catering, housing, equipment, and travel, and serving as the main operational contact for fellows. The role runs 3–5 months starting August, with required in-person presence from late August through mid-November.

A typical day

A typical day might involve updating the program calendar, confirming a mentor's arrival and briefing, checking in with the catering vendor, and resolving a fellow's housing issue before it becomes a problem. You would also spend time maintaining docs and admin systems, and looking for ways to automate repeat tasks. Since the program is in person, much of the day happens on site with fellows, guests, and vendors.

Who Frame is looking for

• Has run logistics, scheduling, and vendor coordination for a cohort-based program, accelerator, or similar event series.
• Can build and maintain operational systems like calendars, docs, and admin infrastructure without being asked.
• Is comfortable as the primary point of contact for fellows on operational matters and can resolve issues before they escalate.
• Has experience designing and implementing systems to automate operational tasks and improve efficiency.

Tips for this application

• In your application, name specific programs or events you have operationally managed, including duration, number of participants, and your exact responsibilities.
• Show you understand the San Francisco context: mention any experience coordinating venues, housing, or vendors in that area.
• Address the contract nature directly. State your availability for 3–5 months starting August and your ability to be in person from late August through mid-November.
• Give one concrete example of a system you built to automate an operational task, and explain what it replaced or improved.
• Reference Frame's focus on AI risks and storytellers. Explain why you want to support this specific program, not just any operations role.

What to cover in your cover letter

['Your hands-on experience managing schedules, run-of-show, and venue coordination for a multi-week program.', 'How you have handled guest and mentor logistics, including scheduling, briefing, and on-site experience.', 'A specific vendor management example covering catering, housing, equipment, or travel, and how you resolved an issue before escalation.', 'Your approach to building operational systems that reduce manual work and improve efficiency.']

Research before applying

• Read Frame's website and any public materials about their creative programs for storytellers and communicators working on AI risks.
• Look up previous accelerator or cohort programs Frame has run, if any, to understand the format and scale.
• Research typical San Francisco venue, housing, and vendor costs and logistics for a 10-week program to speak concretely in interviews.
• Find out who the fellows, mentors, and guests typically are in Frame's programs and what operational support they need.

Likely interview topics

Based on the job description, expect questions about:

• Walk through a program you operationally managed from start to finish. What systems did you build and what went wrong?
• How do you handle a vendor cancellation or a last-minute schedule change during a live program?
• Describe how you would serve as the primary operational contact for fellows while also managing vendors and schedules.
• What tools or methods have you used to automate operational tasks like scheduling, reminders, or document management?
• Why do you want to work on an AI-focused accelerator program, and what do you know about Frame's work with storytellers and communicators?

Common mistakes to avoid

• Applying without addressing the in-person requirement in San Francisco from late August through mid-November.
• Giving generic operations experience without naming specific programs, durations, participant counts, or vendor types.
• Ignoring the automation and systems-building part of the role and only talking about coordination and scheduling.