The posting
ABOUT OPENAI
OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products.
At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the upside of AI to be widely shared. Join us in shaping the future of technology.
ABOUT THE ROLE
The Global Events Systems & Operations Coordinator will help maintain the trackers, templates, reporting views, and documentation that help OpenAI’s Global Events team manage work across regions and programs. This is a contract role with a 6-month term, reporting to the Events Operations Manager.
The role combines day-to-day workflow coordination with practical process improvement. You will keep Events records accurate, coordinate contract and purchase request submissions, track budgets and payment status, and implement agreed improvements using tools such as Airtable, Zip, Planned, and Google Workspace.
You will own the Events side of these workflows, partnering with Procurement, Legal, Finance, and Accounts Payable, who retain responsibility for their respective processes, reviews, and approvals. The Events Operations Manager will set priorities across competing requests.
The ideal candidate is organized, proactive, and comfortable following work through to completion across multiple stakeholders. They enjoy improving how teams work and using approved AI tools to reduce repetitive administrative tasks.
Candidates must be based in San Francisco and work from the office three days per week.
IN THIS ROLE, YOU WILL
- Maintain Events trackers, templates, reporting views, and workflow guidance in Airtable, Zip, Planned, and Google Workspace.
- Coordinate contract and purchase requests with Procurement and Legal; check invoice submissions for complete, consistent documentation.
- Track budgets, commitments, invoices, and payment status with Event Managers, Finance, and Accounts Payable; flag discrepancies and support reconciliation.
- Coordinate vendor onboarding and cross-functional handoffs, keeping owners, deadlines, and next steps clear.
- Follow through on outstanding actions, provide concise Slack updates, and escalate blockers or competing priorities to the Events Operations Manager.
- Implement agreed workflow improvements and use approved AI tools, including ChatGPT and Codex, to reduce repetitive work while protecting accuracy and confidentiality.
YOU MIGHT THRIVE IN THIS ROLE IF YOU HAVE
- At least 2 years of experience in events operations, systems coordination, project coordination, or a related operational support role.
- Experience maintaining shared trackers, templates, and documentation while coordinating multiple projects and deadlines.
- Strong spreadsheet skills and attention to detail, including checking records for completeness and reconciling information across systems.
- Experience coordinating purchase requests, invoice submissions, or budget tracking, with an understanding of approval workflows.
- Clear written and verbal communication skills, with the ability to follow up effectively across internal teams and external vendors.
- The ability to work independently within established processes, identify issues, and escalate when guidance or a decision is needed.
- Experience using ChatGPT, Codex, or similar AI tools, and the ability to learn new systems quickly.
- Interest in OpenAI’s mission and improving how teams work through technology.
- Familiarity with Airtable, Zip, Planned, Google Workspace, and Slack is a plus, as is experience supporting global events or marketing operations.
