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Office & Community Manager

Seattle, WA

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What Do We Do?

We build AI-first startups. Each year, we invite world-class technical talent and entrepreneurs to join our incubator on a rolling basis. We help them come up with ideas, find co-founders, engage pilot customers, define their product, incorporate the latest A.I. techniques into their technology, and raise millions of dollars in seed funding. And we act as a co-founder, every step of the way.

Why Do We Need This Role?

We have had great early success over the last few years and our incubator is growing fast. And we need someone to help us manage our incubator space (see key responsibilities below). Beyond physical facility management, we also have a vibrant community of many dozens of people that work within our space on a daily basis—as well as a steady stream of important guests and key mentors from the broader Seattle startup community. We want to create the most welcoming and hospitable environment for them to do challenging innovation work. We also want to engage them to build bonds with each other. And we want to do a better job of creating useful weekly programming.

What You'll Be Doing:

  • Reception: 
    • Receive visitors and direct them to their host
    • Receive deliveries/mail and process appropriately
  • Facilities Management:
    • Configure all conference rooms for daily meetings as needed as well as keep kitchen and community areas clean throughout the day. (including: loading and unloading dishwashers, cleaning fridges and counters, arranging chairs in our classroom, etc).
    • Monitor/order/organize office & kitchen supplies as well as maintenance of office equipment.
    • Manage catering orders including set-up and tear down for 3x weekly office lunch
    • Ensure a high-level of customer service to our employees and visitors
    • Assist with administrative duties, projects and run errands as needed
    • Spend up to 4-6 hours of time on your feet with the remaining hours doing administrative work 
    • Liaison with the landlord and building management on all issues
    • Coordinate maintenance and repairs for all aspects of the facility
    • Lead and own vendor relationships (caterers, property manager, suppliers, and event partners).
    • Track budget and spend for monthly events, catering, and vendor contracts.
    • Triage employee service requests 
  • Community Management:
    • Take the lead on planning 4-6 large events each year including awareness-building on campus at UW, our annual summer BBQ, and so on.
    • Take the lead on planning 1-2 small events each month that are opportunities for our community to spend time with each other in a meaningful way. These could include fun team outings, happy hours at a bar, wine downs on our deck, and so on.
    • Organize weekly guest speaker opportunities and other programming efforts.

You Are:

  • Relentless: You have tremendous energy and drive to get it done.
  • Gregarious: You leave a great impression on people and they enjoy being around you. 
  • Thoughtful: You can create small moments of joy that make people smile. 
  • Creative: You can create fun experiences and events that people enjoy.
  • Innovative: You have a knack for solving problems. 
  • Scrappy: You have no problem wearing multiple hats and working with limited resources. 
  • Organized: You have a sense for what belongs where and how to keep track of it all.
  • Detail-Oriented: You are on top of it and you know what’s missing/when/how/from whom.
  • Neat Freak: It bothers you when a big pile of papers sits in the corner for a day.

About the Research Institute:

In addition to AI2’s core mission, we also aim to contribute to humanity through our treatment of each member of our team. Some highlights are:

    • We are a learning organization: Because everything AI2 does is ground-breaking, we are learning every day. Similarly, through weekly AI2 Academy lectures, a wide variety of world-class AI experts as guest speakers, and our commitment to your personal ongoing education, AI2 is place where you will have opportunities to continue learning alongside your coworkers.
    • We value diversity: We seek to hire, support, and promote people from all genders, ethnicities, and all levels of experience regardless of age. We particularly encourage applications from women, non-binary individuals, people of color, members of the LGBTQA+ community, and people with disabilities.
    • We value inclusion: We understand the value that people's individual experiences and perspectives can bring to an organization, and we are building a culture in which all voices are heard, respected and considered.
    • We emphasize a healthy work/life balance: We believe our team members are happiest and most productive when their work/life balance is optimized. While we value powerful research results which drive our mission forward, we also value dinner with family, weekend time, and vacation time. We offer generous paid vacation and sick leave as well as family leave.
  • And so much more!

 AI2 is proud to be an Equal Opportunity employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. If you need assistance or an accommodation due to a disability, you may contact us at hr@allenai.org  or you may call us at 206-548-5600.



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