[Closed] Office Manager (Cambridge)

The Institute for Law & AI (LawAI) is an independent think tank that researches and advises on the legal challenges posed by artificial intelligence. We believe that sound legal analysis will promote security, welfare, and the rule of law. We conduct research at the intersection of artificial intelligence, law, and policy and advise governments, research organizations, and private actors.

About the role

We are seeking a proactive and highly organized Office Manager to oversee our Cambridge office and ensure it runs smoothly, professionally, and efficiently. This role is central to the day-to-day functioning of our UK presence, acting as the first point of contact for LawAI staff, fellows, and visitors while maintaining a well-run, welcoming, and productive workspace. Beyond day-to-day operations, our Cambridge space is intended to be a hub, bringing together researchers, policymakers, and lawyers working in our space to exchange ideas and engage with some of the most important legal and policy questions shaping the future of artificial intelligence.

Your main responsibilities would include:

• Cambridge office & operations
  • Own day-to-day office operations to keep the workspace welcoming, functional, and well stocked.
  • Serve as the primary point of contact with building management for facilities requests, maintenance, and repairs.
  • Act as the main contact for LawAI staff and office guests, including fulfilling requests, welcoming visitors, coordinating lunches, and managing deliveries.
  • Manage building access logistics, including key card requests, visitor access processes, and maintaining up-to-date access documentation.
  • Oversee office IT and connectivity on a day-to-day basis, including troubleshooting basic Wi-Fi and AV issues and escalating technical problems where necessary.
  • Manage meeting room bookings and space coordination.
  • Order and maintain office supplies, furniture, and equipment.
  • Monitor and process facilities-related bills, service charges, and general office expenses.
  • Track and execute small office improvement projects to enhance the workspace experience.
• Cambridge & UK-based events
  • Support planning and delivery of Cambridge and UK-based events.
  • Coordinate venue bookings, catering, accommodation, and travel logistics.
  • Manage on-the-ground logistics during program weeks and in-person gatherings.
  • Track event-related expenses and support supplier coordination.
• Administrative & team support
  • Provide administrative support to the wider team, including the Director.
  • Process and track expenses.
  • Support onboarding logistics for Cambridge-based fellows and visitors.

About you

You are organized, dependable, and take pride in creating environments that run smoothly and feel welcoming. You enjoy being the person others rely on to keep things functioning well, and you approach your work with ownership, professionalism, and attention to detail. You are comfortable working in a growing organization where priorities can shift and where taking initiative is valued.

You might be a strong fit if you:

• Have experience in an office management, facilities, or operational support role.
• Are service-oriented and responsive, with strong judgment in creating a professional and welcoming environment that reflects the needs of our community.
• Take ownership and work independently without needing close supervision.
• Are highly organized and able to manage multiple priorities simultaneously.
• Communicate clearly and confidently with staff, fellows, visitors, and external suppliers.
• Remain calm and adaptable when priorities shift in a fast-moving environment.
• Have an optimizing mindset and proactively improve systems and processes.
• Are technically confident, with the ability to set up and manage office technology and infrastructure.
• Are comfortable working in-person at the Cambridge office on a consistent basis.

This role may benefit from you having some of the following experience, though you could still be a highly competitive candidate without it:

• Supporting in-person events, retreats, or multi-day programs.
• Working in a think tank, academic, nonprofit, or high-growth organization.
• Coordinating an office move or workspace transition.

Compensation

The salary range for this role is $65,000–$85,000 depending on experience. For exceptional candidates whose experience exceeds our expectations in terms of relevance and seniority, we may consider higher compensation. We are ideally looking for someone able to start immediately but are open to waiting for longer if the ideal candidate is not available immediately.

Time zones and location

This is a full-time, permanent position based in Cambridge, UK. We are not considering part-time candidates at this time.

Our benefits include:

• 5 weeks of PTO recommended per year, plus 8 UK public holidays.
• 12 weeks of paid parental leave that can be taken prior to birth or adoption and during the first year, with the option to take additional unpaid leave.
• Employer pension or matching 401(k) contribution up to 4% of your salary.
• Health insurance.
• An annual reimbursement fund of $4,000 for productivity and professional development.
• An annual reimbursement fund of $4,000 for mental health support.
• An annual reimbursement fund of $2,500 for equipment and office supplies.
• A friendly, open work culture that encourages feedback and close collaboration, and a team that appreciates the contributions of all team members.

Diversity

We aim to employ people with many different experiences, perspectives, and backgrounds who share our mission. We are committed to creating an environment where all employees have the opportunity to succeed, regardless of their race, religion, disability, national origin, gender, or sexual orientation.

Requests for accommodation

If you need assistance or an accommodation due to a disability or incompatible assistive technology, please contact hiring@law-ai.org to request reasonable accommodations.

Application process

If you think you might be a good fit for the role but are unsure whether you should apply, we strongly encourage you to do so. The hiring process looks like this:

• Initial screening call with the Executive Associate.
• Invitation to take a work test (~2hrs) designed to simulate the work you would do if hired and/or evaluate certain skills important for success in the role.
• Interviews & reference checks.
• Employment offer.

Referral program

This position is eligible for LawAI’s referral program. The referral program offers $5,000 to eligible individuals who refer a candidate who is ultimately hired for one of our open positions.