Operations Coordinator
The Operations Coordinator will support the COO by tracking cross-functional projects, coordinating leadership and team activities, managing vendors and logistics, and improving internal workflows with AI and automation. The role suits an organized early-career generalist with 1–3 years of relevant experience and a bachelor's degree or equivalent experience.
About the job
Responsibilities
- Partner directly with the COO to manage day-to-day operational priorities, project timelines, and follow-ups across the organization.
- Track cross-functional projects from kickoff to completion, keeping timelines, owners, and action items organized and visible.
- Use AI tools and automation to streamline workflows, draft first-pass materials, and build lightweight internal tools.
- Coordinate and prepare materials for leadership meetings, all-hands, and cross-team syncs, including agendas, notes, and follow-up tracking.
- Support vendor, facilities, and logistics coordination to keep the lab and office running smoothly.
- Help plan and execute internal events, onboarding logistics, and team offsites.
- Support recruiting coordination, including interview scheduling, candidate communications, and offer logistics.
- Maintain operational documentation, trackers, and dashboards.
- Identify process gaps and help build lightweight systems that improve organizational efficiency.
- Take on ad hoc projects and special initiatives as priorities shift.
Requirements
- 1–3 years of experience in project coordination, operations, executive support, or program management; internships count.
- Exceptional organizational skills and ability to manage multiple projects and deadlines.
- Strong written and verbal communication skills.
- Proactive, ownership-driven mindset.
- Comfort working in a fast-paced, early-stage environment.
- Proficiency with productivity and collaboration tools such as Google Workspace, Slack, Asana, and Notion.
- Fluency with new software and an instinct to use AI tools and automation.
- Discretion and sound judgment with confidential information.
- Bachelor's degree or equivalent practical experience.
Nice to Have
- Experience supporting a senior executive or leadership team.
- Exposure to a research, lab, hardware, or scientific organization.
- Familiarity with budgeting, vendor management, or procurement.
- Experience with no-code or automation tools such as Zapier, Airtable, and Notion databases.
- Basic scripting experience.
Compensation & Benefits
- Salary range: $70,000–$100,000, based on Bay Area location.
- Comprehensive benefits package.
- Compensation commensurate with experience.
Skills
Google Workspace, Slack, Asana, Notion, AI Tools, Automation, Zapier, Airtable, Project Coordination, Vendor Management, Procurement, Basic Scripting
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