Operations Manager

• Maintain key operational systems, documentation, and organizational records to ensure smooth internal operations and continuity
• Track spending against budget categories, maintain financial documentation, and support financial reporting processes
• Manage internal hiring workflows, including scheduling interviews, maintaining candidate pipelines, coordinating onboarding steps, and ensuring documentation
• Manage relationships with vendors and contractors, including maintaining agreements, invoicing records, and timelines
• Manage IT systems and SaaS stack, including managing access, procurement and evaluation, license management and cost-tracking, security hygiene
• Ensure recurring organizational processes happen reliably (e.g., reporting cycles, renewals, filings, policy updates)
• Lead legal & compliance infrastructure, including business insurance, contract management, corporate filings, tax filing coordination
• Document workflows, systems, and processes so that organizational knowledge is retained and transferable as we scale
• Surface execution-level bottlenecks or risks, and make recommendations to improve workflow efficiency and clarity

This role supports the AI & Democracy Foundation's mission to ensure democratic capacity can keep pace with AI advances by building operational systems that enable innovation, evaluation, and adoption of deliberative, democratic, human-centered governance and alignment systems for AI.

• 3–6 years of experience in operations, administrative management, program coordination, or similar roles
• Strong organizational and project coordination skills; experience in managing multiple workflows, deadlines, and administrative cycles simultaneously
• Experience supporting financial processes, including expense tracking, invoicing, and managing budget documentation
• Experience with payroll and benefits administration, and HR operations (including hiring logistics, onboarding, talent pipeline monitoring)
• Excellent written and verbal communication skills
• Ability to maintain organizational records and documentation with consistency and attention to detail, including advanced familiarity with Notion, Google Drive, and database management
• Comfort working in evolving environments where processes are still being built and refined; proactive in creating order, structure, and clarity
• Strong execution skills, reliability, and an ability to follow through without requiring close supervision

Compensation: $80k-95k annually. This role can be fully-remote with occasional travel to San Francisco (3-4 times per year). Candidates must be able to ensure an overlap of at least six working hours with Pacific Time 9am-5pm.

The AI & Democracy Foundation (AIDF) is working toward a world where democratic capacity can keep pace with AI advances. They accelerate innovation, evaluation, and adoption of deliberative, democratic, human-centered governance and alignment systems, for and with AI.