Executive Operations Assistant

📋 Description

• • FAR.AI, a leading non-profit AI research institute dedicated to ensuring advanced AI is safe and beneficial for everyone, is seeking a highly organized and proactive Executive Operations Assistant. This pivotal role serves as the operational backbone for our CEO and President, acting as a force multiplier to enhance their effectiveness and strategic impact.
• • As a key member of our rapidly growing organization, you will be instrumental in managing the day-to-day operational flow of executive leadership. Your primary responsibility will be to meticulously manage communication, complex scheduling, international travel logistics, and internal coordination, all while proactively developing and implementing systems that optimize executive efficiency.
• • The ideal candidate thrives in dynamic, fast-paced environments, possesses a keen eye for detail, and finds satisfaction in bringing structure to complex challenges. You will be the trusted partner who ensures that our leadership's valuable time and attention are consistently directed towards the most critical priorities, enabling them to operate at peak performance.
• • This position offers a unique opportunity to gain deep insights into the strategic decision-making processes at a leading AI safety organization. You will be exposed to cutting-edge AI research, global collaborations with AI developers, researchers, and policymakers, and develop invaluable operational expertise in a high-impact field.
• • Your core responsibilities will encompass comprehensive email and communications management. This involves expertly handling a high-volume executive inbox, discerning urgency, applying sound judgment in tone and escalation, and drafting professional responses to a diverse range of stakeholders, including government partners and frontier AI labs. Maintaining clear organization of communication threads and priorities will be paramount.
• • You will take full ownership of the executive calendar, strategically crafting weekly schedules that maximize focus, energy, and strategic leverage. This includes proactively managing complex scheduling conflicts, rescheduling as priorities shift, and coordinating intricate logistics for global conferences, travel, and external engagements. Booking flights, accommodations, and ground transportation will be a key part of this responsibility.
• • Supporting executive meetings is another critical function. You will ensure thorough preparation, accurate documentation, and diligent follow-through. This involves preparing agendas, compiling briefing materials, and providing essential meeting context. You will also ensure direct reports are well-prepared for their 1:1s with the CEO & President, sending timely reminders and necessary follow-ups.
• • Furthermore, you will play a vital role in operational projects that enhance the efficiency of the executive team and the organization as a whole. This includes preparing internal and external presentations, crafting strategic meeting schedules by identifying key individuals for executives to connect with, and preparing relevant briefings. You may also be involved in drafting initial versions of internal documents or acting as a sounding board for refining drafts.
• • You will contribute to cross-functional and ad-hoc initiatives, such as supporting fundraising efforts and recruitment drives. A significant aspect of this role involves identifying opportunities to improve internal workflows and documentation systems, thereby enhancing overall organizational effectiveness.
• • The impact of this role is substantial. FAR.AI is experiencing rapid growth, backed by significant funding, and is increasingly influential in shaping the development and governance of advanced AI. By ensuring executive leadership operates with maximum efficiency and focus, you will directly contribute to the organization's ability to achieve its critical mission of making AI safe and beneficial for all.
• • This is more than just an administrative role; it's an opportunity to be at the heart of a groundbreaking organization, enabling world-class research and policy work that has global implications. You will be a critical enabler of our success during this pivotal period of growth and influence.
• • You will be the gatekeeper, the organizer, and the trusted partner who ensures that no critical task or opportunity falls through the cracks. Your efforts will directly contribute to maintaining alignment between strategic priorities and execution, reducing friction across teams, and ensuring that key workstreams advance smoothly and reliably.
• • The ideal candidate is proactive, possesses exceptional organizational skills, and demonstrates a strong sense of ownership. You are adept at anticipating needs, solving problems before they arise, and communicating with clarity and professionalism. Your ability to maintain confidentiality and exercise sound judgment will be highly valued.
• • This role requires a deep commitment to supporting leadership and a passion for enabling the success of others. If you are a highly motivated individual who excels at bringing order to complexity and is eager to contribute to a mission-driven organization at the forefront of AI safety, we encourage you to apply.