Executive Operations Assistant

FAR.AI is a non-profit AI research institute working to ensure advanced AI is safe and beneficial for everyone. Our mission is to facilitate breakthrough AI safety research, advance global understanding of AI risks and solutions, and foster a coordinated global response.

Since our founding in July 2022, we've grown to 40+ staff, producing 40+ influential academic papers, and establishing leading AI Safety events. Our work is recognized globally, with publications at premier venues such as NeurIPS, ICML, and ICLR, and features in the Financial Times, Nature News and MIT Technology Review. We conduct pre-deployment testing on behalf of frontier developers such as OpenAI and conduct independent testing for governments including the EU AI Office.

Additionally, we help steer and grow the AI safety field through developing research roadmaps with renowned researchers such as Yoshua Bengio; running FAR.Labs, an AI safety-focused co-working space in Berkeley; and supporting the community through targeted grants.

We are hiring an Executive Operations Assistant to serve as a force multiplier for our CEO, Adam, and President, Karl. This role is the operational backbone of executive leadership, managing communication, scheduling, travel, and internal coordination while creating systems that help leadership operate at maximum effectiveness. You will ensure our leadership’s time and attention are deployed where they matter the most.

Reporting directly to the CEO & President, this is a fast-paced, detail-oriented role suited for someone who thrives on bringing structure to complex environments, enjoys building systems that improve how leaders operate, and takes pride in enabling others to move faster and do their best work.

FAR.AI is scaling rapidly with $40M+ in funding and growing influence on how advanced AI is developed and governed. As the scope and impact of our work expand, building the right team is the most critical enabler of our success.

The right Executive Operations Assistant will directly enable effective executive leadership during this critical period. You will be the gatekeeper, the organizer, and the trusted partner who ensures nothing falls through the cracks. You will help maintain alignment between priorities and execution, reduce friction across teams, and ensure that key work-streams move forward smoothly and reliably.

You'll have a front-row seat to how high-stakes decisions get made, gain exposure to frontier AI research efforts and global collaborations with AI developers, researchers, and policymakers, and build operational expertise.

• You will manage a high-volume executive inbox, ensuring timely responses where appropriate and applying excellent judgement about tone, urgency, and escalation. You'll draft responses to government partners, coordinate with frontier AI labs, and manage confidential research discussions, while maintaining clear organization of communication threads and priorities.

You will own the executive calendar, crafting a weekly schedule to maximize focus, energy, and strategic leverage, both while in the office and on the road. Responsibilities include:

• Managing complex calendars and proactively rescheduling/re-balancing schedules around travel and changing priorities

• Coordinating logistics for conferences, travel, and external engagements globally

• Booking flights, accommodation, and ground transportation

You will support leadership meetings by ensuring preparation, documentation, and follow-through. Responsibilities include:

• Preparing agendas, briefing materials, and meeting context as needed

• Ensuring direct reports are prepared for 1:1s with the CEO & President, sending reminders and follow-ups as needed

• Maintaining organized systems for tracking action items, priorities, deadlines, and follow-ups

You will support operational initiatives that improve how the executive team and organization function. Responsibilities include:

• Preparing internal or external presentations to be delivered by the CEO & President

• Crafting meeting schedules: Identifying key people for executives to meet (e.g. at conferences), preparing briefings, and attending meetings as appropriate

• Drafting initial versions of internal documents or acting as a thought-partner to refine drafts

• Supporting cross-functional and ad-hoc initiatives such as fundraising and recruiting

• Improving internal workflows and documentation systems

It is essential that you have:

• 3+ years of experience in operations, program coordination, or executive support, ideally in fast-growth startups, research organizations, or mission-driven nonprofits

• Strong skills in organizational systems and meticulous attention to detail

• Excellent written communication skills and sound judgment around tone, confidentiality, and audience

• Proven ability to manage competing priorities, shifting deadlines, and ambiguous requests in fast-moving environments

• Strong ownership mindset and ability to operate independently

• Proficiency with productivity tools (Google Workspace, Slack, scheduling software)
  

It is preferable that you have:

• Genuine interest in AI safety and alignment with FAR.AI's mission (you'll be reading technical research papers and preparing materials on AI risk)

• Experience working with globally distributed teams and time zones

• Familiarity with the technology, research, or AI ecosystem

• Experience using AI tools to improve productivity and workflows

• Experience with project management or knowledge management tools (Notion, Asana, Coda, or similar)

If based in the USA, you will be an employee of FAR.AI, a 501(c)(3) research non-profit.

• Location: Berkeley, CA (onsite/hybrid preferred) or globally remote (significant overlap with US PST timezone and flexibility for time-sensitive requests).

• Hours: Full-time (40 hours/week).

• Compensation: $110,000-$150,000/year depending on experience and location, along with our standard benefits package. For onsite employees we also offer catered lunch and dinner.

• Hiring process: A phone screen, a test task, and interviews with the team; a full-day work trial; followed by reference checks.

If you have any questions about the role, please do get in touch at [email protected].

If you don't have questions, the best way to ensure a proper review of your skills and qualifications is by applying directly via the application form. Please don't email us to share your resume (it won't have any impact on our decision). Thank you!