Operations Coordinator at Institute for Security and Technology (IST)

The Institute for Security and Technology (IST), a 501(c)(3) critical action think tank that unites technology and policy leaders to create solutions to emerging security challenges, is actively seeking a highly motivated practitioner to join our team as the Operations Coordinator. We are a passionate, tight-knit team, excited about the challenges we are tackling — join us at the cutting edge of emerging technology security policy! If you’re energized by keeping complex organizations running smoothly, from financial systems and vendor management to office coordination, this role offers the opportunity to directly strengthen IST’s impact. You’ll ensure the backbone of our operations remains strong so our team can continue delivering on mission critical initiatives. IST takes collaborative action to advance national security and global stability through trustworthy technology, guiding businesses and governments with hands-on expertise, in-depth analysis, and a global network. Since its foundation in 2020, IST has launched a vast array of impactful initiatives addressing challenges such as ransomware, the resilience of lifeline critical infrastructure, trust and safety, nuclear risk reduction, the role of artificial intelligence, and more.

• Ensure accuracy of data entry for Quickbooks, net asset classification, cash flow monitoring, vendor payment process, and credit card management
• Oversee all financial transactions in coordination with the Senior Director of Operations
• Support the Senior Director of Operations for external, independent annual financial audits and annual tax filings 
• Maintain organized digital records for audits, insurance, grant documentation, and financial reporting
• Support Senior Director of Operations to prepare monthly financial updates for the Board finance sub-committee, reviewed together along with the CEO and the sub-committee
• Assist the Senior Director of Operations in preparing for quarterly Board of Director meetings
• Oversee the assignment, tracking, and return of company equipment (e.g., laptops, phones, and related technology) to ensure proper inventory and accountability
• Keep abreast of necessary training requirements in light of evolving federal and state compliance requirements 
• Support the Senior Director of Operations with grant management, especially as it relates to grant reporting
• Manage IST’s physical offices by coordinating resources, events, and staff access
• Assist IST with internal event planning from a financial perspective
• Project manage IST’s internal reporting practices 
• Support but not lead implementation of strategies to encourage diversity, equity, inclusion, and belonging across the organization, including but not limited to, hiring practices, advisory group development, and participation in public events

Requirements

• BA/BS, ideally in Business Administration, Finance, Accounting or a related field 
• 1-5 years experience in operations, specifically for nonprofits, government, or industry focused on security, technology, or technology policy
• Financial management experience and skills, to include basic accounting principals
• Ability to manage multiple projects in tandem and ensure efficient execution 
• Strong analytic, written, and communications skills
• Project management skills, with ability to communicate effectively and build strong working relationships both internally and externally
• Strong attention to detail
• Proficiency with QuickBooks Online or similar accounting software
• Strong Excel/Google Sheets skills for financial tracking, and reports
• Must be legally able to work in the United States without sponsorship.
• As required by the Immigration Reform and Control Act of 1986 (IRCA), IST only employs persons legally eligible to work in the US. New employees must complete an I-9 Form and provide actual documents verifying their identity and eligibility to work in the US within three (3) business days of the date of hire. IST participates in the E-Verify program to electronically verify employment eligibility.
• This position is contingent upon the successful completion of a background check
• Must be legally able to work in the United States without sponsorship.
• Must either be located in the San Francisco Bay area or willing to relocate for this position. 

Preferred 

• Extraordinarily execution-oriented and have a bias towards action
• Enjoy working cross-functionally with highly technical and specialized colleagues across the organization
• Have high emotional intelligence, and are able to deftly navigate complex cross-team projects and help accelerate decisions in a fast-moving environment. 
• Working knowledge of data analysis and performance/operation metrics
• Experience with vendor management and payment systems
• Experience with inventory management tools

The expected annual base salary range for this role is $62,500 – $75,000, depending on experience and qualifications.

IST’s generous compensation package consists of three core elements: base salary, benefits, and the potential for bonuses. We are committed to pay fairness and aim for these three elements collectively to be highly competitive with market rates in the non-profit sector. Benefits we offer include:

• Comprehensive health, dental, and vision insurance for you and all your dependents.
• 401(k) plan with up to 4% matching.
• 12 weeks paid parental leave.
• Unlimited PTO after the introductory period. Most staff take between 3-4 weeks each year, sometimes more!
• Potential stipends for education, home office, commuting, and wellness.
• Potential for partial relocation support for those moving to the Bay Area.

Compensation is dependent on experience and is based on IST’s good faith estimate for this position, in San Francisco, CA, as of the date of publication and may be modified in the future. The level of pay, exact job title and role will depend on a variety of job-related factors, including where you place on our internal performance ladders, which is based on factors including past work experience, relevant education, and performance on our interviews or in a work trial.

IST is a hybrid organization and has established a physical office in the Bay Area. You will be required to work from that office two days a week.

Kindly utilize the available link to submit your application and feel free to reach out to [email protected] if you have any inquiries.

We welcome candidates from all backgrounds and particularly encourage candidates from communities that are historically underrepresented in foreign affairs and national security. Read IST’s Diversity, Inclusion, and Belonging statement.

For more information, visit www.securityandtechnology.org. If you’re ready to embark on an exhilarating journey at the forefront of AI security policy, then seize this opportunity to join us at IST. Apply now and become a driving force in shaping the future of AI security and national security policy!

• Experience & Skills
• How many years of professional experience do you have in operations, administration, or project coordination?
• What platforms or tools have you used for project management or operations (e.g., Asana, Airtable, Salesforce, Google Workspace, etc.)?
• Location & Work Setup
• Do you currently live in the San Francisco Bay Area? If not, are you willing to relocate for this role?
• Do you have experience working in a hybrid or fully remote environment? If yes, please describe your approach to communication and organization.
• Nonprofit & Alignment
• Have you previously worked for or supported a nonprofit organization? If yes, please describe your role and how it contributed to the organization’s mission.
• What interests you most about this Operations Coordinator position, and why do you want to work with our organization?
• Availability & Compensation
• When would you be available to start?
• What are your salary expectations for this role?
• Have you previously worked for or supported a nonprofit organization? If yes, please describe your role and how it contributed to the organization’s mission.
• How many years of professional experience do you have in operations, administration, or project coordination?