Chief Operating Officer (f/m/div) for the ELLIS Society (100%)

The ELLIS Society (European Laboratory for Learning and Intelligent Systems) is a pan-European AI research network that aims to secure Europe's competitiveness and leadership in AI research and innovation. Founded in 2018, ELLIS focuses on fundamental science, technical innovation, and societal impact, with machine learning as the primary driver of modern AI. We are looking for an experienced and strategic operations leader to help steer our mission as our next Chief Operating Officer.

Your Role

We are looking for an experienced and strategic operations leader to help steer our mission and our institutional development at a pivotal moment for the organization. You will be responsible for the operational leadership of the ELLIS Society and its wider community, working closely with the President, Board, the Chief of Staff and the Research Managers.

Your responsibilities will include:

• Policy Drafting: Draft, implement and maintain essential organizational policies, including EU Gender Equality Plan (when required, GEP), travel expense policy (BRKG-aligned), procurement rules, effort/time-tracking policies, among others
• Operational and Financial Oversight: Design, implement and be responsible for all operational functions, including finance, HR, legal, compliance and contract matters, grant administration, processes, infrastructure, and communications; and act as the primary operational liaison to German public authorities
• Team Leadership: Directly manage the Operations team, and lead and coordinate the network of Research Managers across the organisation
• Governance & Compliance: Ensure ELLIS Society e.V. meets its obligations as a German association, maintains compliance with European regulations and funding requirements, and reports regularly to the Board
• EU Grant Administration: Coordinate EU-funded grant projects, Grant Agreement compliance, and reporting to funding bodies
• Membership & Community Coordination: Maintain and grow relationships with ELLIS Units, Programs, Fellows, and the wider member community; oversee member records and communications
• External Partnerships: Build and manage relationships with academic institutions, industry partners, and government/EU bodies; represent ELLIS in strategic negotiations
• Board-Level Communication: Prepare materials for and communicate directly and support the ELLIS Board and President on operations
• Executive Committee Coordination: Coordinate the Executive Committee, ensuring that Board operative decisions are communicated clearly across the organization and followed through to execution
• Digitalization & Tools: Identify, setup and implement where needed internal operations tools for accounting/budgeting/project management/cost-center allocation/financial reporting, etc, to streamline operational and financial reporting
• Institutional Relations: Support institutional relations, helping to build and maintain relationships with EU bodies, funders, and partner institutions
• Funding & Financial Sustainability: Support the administration and management of funding sources, including EU grants and private/philanthropic funding

Your Profile

• Education: A degree in business administration, operations, law, or a related field
• Experience: At least 8 years of senior operational or executive leadership experience, ideally within research, academia, or nonprofit organizations in Germany; familiarity with European research networks or EU funding mechanisms is a strong plus. Experience with international or intergovernmental organizations, or with institution-building processes, is a plus.
• Leadership: Proven experience leading and developing a team, with the ability to build a collaborative and high-performing operations function
• Skills: Strong financial oversight, strategic planning, and governance capabilities; comfortable working independently across multiple complex projects. Familiar with German legislation for non profit organizations is a strong plus.
• Technical and Programming Skills: Experience selecting or rolling out operational/financial management or reporting tools, and identifying where digitalization can improve efficiency. Practical background in software development/scripting (Python, XML, PostgreSQL) are a strong plus
• Languages: Fluency in English (C1 level or higher). German is a plus. Excellent communication skills.
• Soft Skills: A confident, diplomatic presence with strong intercultural competence, and the ability to represent ELLIS professionally with a wide range of internal and external stakeholders
• Expected start date is 1 December 2026.

Our Offer

• Environment: Join a motivated, international, and diverse team in a dynamic research environment at the forefront of European AI excellence
• Benefit from flexible working hours and the possibility of remote or hybrid working; based in Germany is a plus, but not a requirement.
• Impact: Take on a senior leadership role shaping the operations of one of Europe's leading AI research networks
• Competitive non-profit salary structure