Operations Manager

Overview

Americans for Responsible Innovation (ARI) is seeking a versatile and adaptable Operations Manager to join our growing organization. This key role is responsible for supporting ARI’s operations, including overseeing the day-to-day management and implementation of HR, finance, IT, and general operations processes, policies, and systems across the organization. As ARI’s first dedicated full-time operations employee, the Operations Manager will work closely with the Chief of Staff to support and enhance ARI’s organizational effectiveness.

About Us

ARI is a new nonprofit organization dedicated to policy advocacy in the public interest for emerging technology, focusing on artificial intelligence (AI). We believe in establishing a thoughtful governance framework for rapidly advancing technologies that protects the public from harm while continuing to foster innovation. ARI takes a bipartisan approach, building coalitions across the political spectrum.

The organization expects to grow to a team of 9-10 staff by the end of 2024, with additional growth planned for 2025. Our goal is to become one of the major players influencing and driving AI policy.

ARI was launched in 2024 by Executive Director Eric Gastriend, a social entrepreneur with a strong record of technology innovation, and President Brad Carson, a former member of Congress, former Acting Under Secretary of Defense and Under Secretary of the Army, and current President of the University of Tulsa. More details on our staff can be found on our website.

About the Role

The Operations Manager will be a critical team member, wearing multiple hats and adapting to the evolving needs of our organization. This role offers a unique opportunity to shape a young nonprofit’s operational processes and contribute significantly to its mission. While the strategic direction will primarily be set by the Chief of Staff, the Operations Manager will collaborate closely with the Chief of Staff to inform and implement the operational vision and strategies that support the organizational goals and objectives. This position reports to the Chief of Staff.

Our Ideal Candidate

We’re looking for someone who:

• Thrives in an entrepreneurial and fast paced environment and enjoys building systems from the ground up
• Is passionate about nonprofit work and aligns with our mission
• Is able to drive the big picture forward by honing in on the details
• Is comfortable with ambiguity and can create structure in a developing organization
• Is a strong generalist who is comfortable working across several functions
• Is highly curious with a strong appetite for learning

Key Responsibilities

As our organization grows, this role has the potential to evolve. The ideal candidate will have the opportunity to take on additional responsibilities, potentially specializing in specific areas of operations or taking on a more strategic role in the future.

Current responsibilities and expectations include, but are not limited to:

General Operations (~50%)

• Oversee daily activities, including mail management, filing and documentation structure and systems, and IT systems (e.g. email, software and subscriptions)
• Develop, recommend, implement, evaluate, and oversee operational policies and procedures for all areas of responsibility and that will improve day-to-day operations, ensuring all policies and procedures are in compliance with applicable local, federal and state regulations and laws governing business operations
• Complete yearly filings and registrations, such as insurance renewals and following up on state filing notices (e.g. business license and fees)
• Support the contract management process, such as drafting agreements, sending agreements for signature, filing signed agreements, etc.
• Communicate with and manage vendors, contractors, and consultants (e.g., property management, accountants, etc.), and associated contracts and agreements
• Manage the office space to ensure the team has the necessary tools and supplies to perform their work, such as reserving meeting space and procuring tools and supplies
• Support the implementation and logistics of team meetings and travel, such as managing calendars and arranging travel
• Support and lead the execution of ad-hoc operational projects such as:
  • Special projects to address emerging operational needs or organizational challenges
  • Research and analysis to propose solutions for improving operational efficiency

Human Resources (~20%)

• Lead onboarding and offboarding processes, such as adding and/or removing employees from tools and systems and communicating information to employees
• Support general employee administration, including being the first point of contact for staff and HR vendors on employment related matters (such as compensation, PTO, and other benefits)
• Maintain employee records and personnel files
• Support the implementation of policies and procedures across staff, such as PTO use and timekeeping systems
• Administer payroll and employee benefits, including PTO, retirement, and salary changes
• Support hiring processes, including posting job ads and communicating with candidates

Finance (~20%)

• Support and project manage yearly financial filings and audit requirements (e.g. 990, audited financial statements)
• Support the bookkeeper, the accounting function, and associated processes, including accounts receivable, accounts payable, payroll, general ledger preparation, financial statement preparations, and other accounting activities
• Ensure financial procedures are implemented and followed across the organization, such as expense policies

Organizational and Programmatic Development (~10%)

• Support the Chief of Staff in coordinating and tracking the implementation of long-term strategic plans, such as managing tracking systems
• Provide support for programmatic events, such as working with an external event planner, booking event space, managing catering requests and orders, and procuring supplies

Qualifications

Required

• 3-5 years of operations management experience, preferably in a small organization and/or nonprofit
• Superior verbal and written communication and interpersonal skills
• High proficiency in Google Suite or related software
• Excellent organizational skills with strong attention to detail
• Excellent analytical, decision-making, and problem-solving skills
• Excellent project management skills
• Demonstrated ability to manage multiple priorities in a fast-paced environment
• Experience with maintaining confidential information

Preferred

• A Bachelor’s Degree in Business or related discipline preferred, such as business administration, business management, operations management, leadership, strategic management, etc
• Experience working in a non-profit setting
• Experience with and/or understanding of HR and financial principles
• Budget and finance management experience
• Experience with operational software platforms, including Quickbooks, Brex, Gusto

Compensation, Benefits, and Location

This is a full time position based in Washington, DC. Relocation assistance may be available. ARI maintains a flexible hybrid work schedule (working in-person Tuesday-Thursday and remote on Monday and Friday).

The salary range for this role is $80,000 - $100,000, commensurate with experience.

Currently, ARI offers the following benefits:

• Healthcare insurance - 85% of healthcare, vision, and dental insurance premiums covered for employees, partners, and dependents.
• Paid time off and federal holidays.

Additionally, ARI is in the process of updating and expanding the benefits package (to include a retirement plan and other benefits) that we provide to support the team, which will roll out in early 2025.

How to Apply

To apply, please complete application form on JazzHR.

The priority deadline for this role is October 21st. Applications submitted after this deadline may not be reviewed.

ARI is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, national origin, marital status, religion, gender, age, disability, sexual orientation, gender identity or expression, personal appearance, family responsibilities, political affiliation, or enrollment in a college, university, technical school, or adult education. We encourage women, people of color, and individuals from other marginalized backgrounds to apply.

Anticipated Hiring Process

We plan to use the following steps for this hiring process. We are aiming to make a decision by early December and for the person in this role to start on/around January 6, 2025.

1. Application Review: Our team will review submitted applications and make a decision on who to move forward to the interview stages.
2. 1st Round Interview: Applicants will meet our operations team during a virtual interview.
3. Hiring Exercise: We’ll ask candidates to complete a roughly 3 hour exercise to see how they might complete a common responsibility of the role and to help us identify folks to move forward to the final stage. Candidates who submit an exercise will be compensated for their time.
4. Final Interview: The top 3-4 candidates will meet with a few members of the ARI team in person at our downtown DC office.
5. Reference Checks: We’ll ask for references from the top candidate(s) to help us confirm and/or make a final decision.
6. Decision and Offer: Based on the information gathered over the course of this process, we’ll make a decision on who to offer the role to and move on to onboarding and other new hire logistics!

Please note that due to the anticipated number of applicants, we may not be able to respond to everyone. We apologize in advance for any lapse in communication.