Operations Manager

Operations Manager

The AI & Democracy Foundation (AIDF) is working toward a world where democratic capacity can keep pace with AI advances. We accelerate innovation, evaluation, and adoption of deliberative, democratic, human-centered governance and alignment systems, for and with AI. You can see a partial articulation of our vision in this essay.

We are looking for a full-time Operations Manager to lead the AIDF’s essential operational functions. This role reports to the Managing Director (MD) and also has close working relationships with multiple AIDF stakeholders. The Operations Manager will refine and formalize existing processes, build new systems and infrastructure as we grow, maintain documentation and compliance, and ensure coordination across key workflows. This role focuses on operational excellence and systems-building, with strategic direction set by the MD & CEO.

This role can be fully-remote; candidates must be able to ensure an overlap of at least six working hours with Pacific Time 9am-5pm

Responsibilities

• 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; the Managing Director will own budget decisions.
• 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.
• Managing employee benefits & payroll administration, vendor relationships, and contractor tracking
• 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).
• Leading 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.

Qualifications

Strong candidates will have a mix of the following:

• 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.

An ideal candidate might also have:

• Experience administering grants, disbursement cycles, reporting workflows, or nonprofit compliance processes.
• Exposure to early-stage organizational growth—from implementing systems to refining documentation and workflows.
• Exposure to nonprofit compliance requirements
• Experience in improving operational systems and identifying efficiency opportunities in existing processes.
• A demonstrated alignment with or interest in AIDF’s mission

Location:

The AIDF is headquartered in San Francisco, but has a hybrid team. This role is available to remote and hybrid workers. Occasional travel to San Francisco (3-4 times per year) may be required.

Compensation:

$80k-95k annually

Apply:

Please visit careers.aidemocracyfoundation.org to apply for this role. We look forward to hearing from you.

• Medical
• Vision
• Dental
• Unlimited vacation
• Sick leave
• 401K