Administration Associate

The Cooperative AI Foundation (CAIF) is a grantmaking and research organisation dedicated to supporting the growth and impact of cooperative AI, an emerging research field that strives to improve the cooperative intelligence of advanced AI for the benefit of all. We believe this field is critical because advanced AI could help address some of humanity’s most difficult cooperation problems, such as climate change or geopolitical conflict. But emerging dynamics between AI agents could also lead to serious harm.

‍

Our mission is to ensure that, as AI systems increasingly interact with each other and with people, we can understand and control the extent to which those AI systems cooperate. We also want to expand the potential of AI to improve human cooperation. You can read more about our mission here.

‍

The ‘benefit of all’ sits at the heart of everything we do. We're relentless in our ambition to have the greatest possible positive impact, both supporting and trusting our staff to perform at their best. We strive to learn from our failures, through a culture of curiosity, openness, and compassion, alongside evidence-based reasoning and rigorous evaluation. With a diversity of perspectives and values forming the core of any cooperation problem, we must also practise what we preach, maintaining plurality, equity, and inclusiveness in all that we do.

At the heart of this role is the operational work that keeps things running, and we're looking for someone who takes genuine pride in owning that. If you're the kind of person who finds satisfaction in doing the day-to-day brilliantly, you will thrive in this role. Your responsibilities will include: 

‍

Core Operations Tasks

• Manage end-to-end logistics for coworking events and team sprints, including venue booking, travel arrangements, and supporting with agenda coordination
• Manage subscriptions and membership for our internal systems (Slack, Asana, Airtable and others)
• Provide executive support to the leadership team, including booking travel, accommodation, and arranging meetings
• Coordinate trustee meetings, including scheduling, logistics, and preparation
• Support the onboarding of new team members
• Own and maintain our CRM (Monday.com), being the first point of contact for enquiries to CAIF and keeping records accurate and up to date
• Support the delivery of external communications using established design templates (Canva, Zoom, website)
• Manage newsletter sign-ups and coordinate distribution
• Track and report on engagement metrics using Mailchimp and Google Sheets

‍

Support with CAIF Activities

The Administration Associate will be asked to support a range of CAIF activities over time. In the first six months, this will focus on our PhD Fellows programme, working closely with the Programme Manager to:

• Be a key point of contact for Fellows, responding to enquiries promptly and professionally
• Coordinate events, including venue sourcing, catering, and on-the-day management
• Process expense reimbursements and minor grant requests
• Maintain the Fellows' handbook and coordinate the Fellows' newsletter
• Schedule group calls, run engagement surveys, and track participation
• Keep accurate records across Airtable and Google Workspace

Other activities the Administration Associate may be asked to support include running workshops or events, or helping to manage our grants programmes.

We're a fully remote organisation, with regular opportunities to meet colleagues in person. The successful candidate will work from home or from a workspace local to them. They will be able to travel to in-person meetings and events, some of which will take place over more than one day. We're expecting to appoint someone based in the UK for this role.

Salaries at CAIF account for demonstrated competencies and location-based cost of living. For this role we expect salaries offered to be between £50,000 and £55,000. 

‍

Our benefits package includes home office equipment; travel expenses to co-locate with colleagues; 33 days of paid holiday (including bank holidays); a 5% pension contribution; a generous learning and development budget; and health and wellbeing support.

The application deadline is 29 June 2026 at 8.00pm GMT. Please apply using this form. You will be asked to submit a CV and respond to a few short questions. 

‍

Promising applicants will be invited to an initial screening call. The full assessment process will include a work test and a panel interview. These will be held during July and August and we aim to be flexible to accommodate the holiday season. We expect to make an offer for this role in early September.

‍

If you use AI tools to help with your application, please follow these guidelines. Your application will be read by one of our team, and responses that don’t tell us much about you will be screened out at an early stage. Your data will be processed in accordance with our privacy policy.

Our ideal candidate will be motivated by our mission and values and will be able to demonstrate: 

• Strong relevant experience in an administrative, operations, or coordination role
• Excellent organisational skills, with the ability to manage a varied workload and prioritise effectively with minimal supervision
• Strong attention to detail, particularly when managing records, processing payments, and coordinating logistics
• Confident written communicator, able to correspond professionally with a range of stakeholders
• Proficient in Google Workspace (Docs, Sheets, Calendar), with a proactive approach to learning new tools, including AI tools, to work more efficiently and effectively
• Experience managing or maintaining a CRM or database
• Experience coordinating events or logistics end-to-end

Additional, desirable qualifications:

• Familiarity with Monday.com, Airtable, Mailchimp, and Canva
• Experience working in a small organisation or team, where roles tend to be broad and self-directed
• Experience supporting a grants, fellowships, or events function