Project Coordinator, AI Civics

This is a fully remote position, open to applicants in New York.

📋 Description

• Provide daily administrative and logistical assistance to the AI Civics Program, managing its operational calendar and scheduling meetings with both internal team members and external partners.

• Facilitate cross-departmental collaboration to ensure that project timelines, milestones, and deliverables remain synchronized across internal teams.

• Oversee the AI Civics program inbox on a daily basis, triaging messages, highlighting urgent items, and ensuring timely follow-up on action items and partner requests.

• Organize internal team checkpoints and regular program meetings, preparing agendas, documenting decisions, and following up on subsequent actions.

• Maintain and enhance a relationship management tracker to document partner interactions, highlight pending follow-ups, and ensure that no partnership becomes inactive or overlooked.

• Take the lead on the scheduling and logistics of co-design workshops, feedback sessions, train-the-trainer events, community practice meetings, and partner gatherings.

• Manage the operational execution and logistics for in-person gatherings (e.g., reserving venues, processing honoraria and reimbursements).

• Act as a responsive contact point for anchor partner organizations, identifying and proactively addressing coordination needs while prioritizing local member groups' interests.

• Organize a monthly call with academic network partners for support and information exchange.

• Assist in communications with AI Civics partner organizations and the community of practice, including updates, event announcements, and follow-up summary notes and agreements from meetings.

• Provide responsive assistance to partners implementing AI Civics programming with their own staff and memberships.

• Support the AI Civics Program team in preparing for co-design workshops, train-the-trainer sessions, and participatory research activities with anchor partner organizations and their local member cohorts.

• Aid in the coordination and organization of the academic network of researchers developing closely related materials.

• Maintain the contact database and network infrastructure for AI Civics partners and the Community of Practice within our CRM system, under the supervision of the Network Engagement Manager.

• In the long term, help foster connections between individual partners to build a national coalition of civic institutions, encompassing partner organizations and the AI Civics Community of Practice.

⛳️ Requirements

• A Bachelor’s degree is required.

• A minimum of 5 years’ experience in project management, coordination, community support, or a closely related field.

• Exceptional writing and organizational skills, effective cross-team communication, and the ability to manage multiple projects concurrently while establishing and meeting deadlines.

• Proven ability to handle complex schedules, coordinate with various stakeholders, both internal and external, and ensure programs operate smoothly behind the scenes.

• Strong relationship management instincts: proactive in outreach, diligent in follow-through, and adept at nurturing and maintaining external partnerships.

• Excellent written communication skills and comfort with high-volume email correspondence with stakeholders.

• Highly organized, detail-oriented, and capable of managing multiple projects simultaneously while adhering to deadlines.

• A proactive self-starter with the ability to work independently in a remote setting.

• Familiarity with relationship management tools, project management software (e.g., Salesforce, Mailchimp, Airtable), and standard productivity applications.

• Previous experience in technology policy, AI accountability, or at the intersection of civic power and emerging technology; equivalent experience will be considered.

🏝️ Benefits

• Medical insurance

• Dental insurance

• Vision insurance

• Paid time off

• 401k management

• Access to additional insurance products