Executive Assistant

Position Overview

The Executive Assistant role involves close collaboration with the Executive Director of the AI Policy Institute (AIPI) and the AI Policy Network (AIPN) to maximize his productivity and support the leadership team’s functions. This role requires managing his calendar, coordinating travel, preparing him for meetings, and ensuring follow-through on decisions within a dynamic organizational environment. This position is based in Washington, D.C. and entails working onsite.

Key Responsibilities

• Fully manage the Executive Director's calendar including scheduling, time prioritization, and protecting his availability.
• Assess incoming requests for the Executive Director’s time and prioritize engagements carefully to maintain focus on high-impact activities.
• Ensure the Executive Director is punctual and well-equipped for meetings by providing necessary materials in advance.
• Handle and filter the Executive Director’s email inbox, draft replies when appropriate, and maintain constant communication flow with staff and external partners.
• Document meeting notes and convert them into clear action items, following up on progress across the leadership.
• Plan and arrange both domestic and international travel, creating detailed itineraries that accommodate demanding schedules.
• Manage event and meeting logistics including briefings, and coordinate expense tracking and reimbursements efficiently.
• Support the broader leadership team in scheduling, project tracking, and organizational tasks, maintaining well-ordered files and records.
• Assist in preparing materials for strategic discussions involving donors, leadership, and legislative engagements.
• Exhibit a proactive, solution-focused approach to operational challenges with an adaptable and committed mindset.

Required Qualifications

• Exceptional organizational skills with the ability to handle multiple tasks without losing attention to detail.
• Strong written and oral communication abilities.
• Sound discretion in managing confidential and sensitive information.
• Self-driven, proactive, and resourceful attitude with a readiness to take initiative and embrace challenges.
• Proficiency in Google Workspace and the ability to quickly master new software tools.
• Must reside in or be willing to relocate to Washington, D.C., as this role requires in-person attendance.

Preferred Qualifications

• Interest in artificial intelligence, technology policy, or national security.
• Previous experience supporting a senior executive or founder.
• Knowledge of scheduling, travel, expense management tools, and customer relationship management (CRM) platforms such as HubSpot or Pipedrive.
• Evidence of exceptional achievements in academic, professional, or personal projects.

About the Organizations

The AI Policy Institute (AIPI) is a 501(c)(3) nonprofit conducting research and polling about advanced AI's direction and implications, offering analysis to policymakers and the public. The AI Policy Network (AIPN), a 501(c)(4) advocacy group, brings technically informed views on AI risks to policymakers, focusing on reliability and alignment of AI systems.

Compensation and Benefits

The position offers a salary range of $65,000 to $95,000 and includes a technology budget, a health insurance stipend, and unlimited paid time off.

Application Detail

Applicants are requested to submit a cover letter alongside their resume explaining their motivation to work with AIPI and AIPN and their interest in a close-support operations position.