Executive Assistant, Operations Full Time NEW

FAR.AI is a distinguished non-profit AI research institute dedicated to ensuring that advanced artificial intelligence technologies are developed and deployed safely and beneficially for all. Founded in July 2022, FAR.AI has rapidly grown to a team of over 40 staff members, producing more than 40 influential academic papers and establishing itself as a leader in AI safety research. The organization actively contributes to the global AI community through hosting prominent AI safety events, publishing in top-tier venues such as NeurIPS, ICML, and ICLR, and gaining recognition in major publications like the Financial Times, Nature News, and MIT Technology Review.

FAR.AI collaborates with frontier AI developers such as OpenAI, conducting pre-deployment safety testing and independent assessments for governments including the EU AI Office. Beyond research, the institute advances the field by developing research roadmaps alongside renowned scientists like Yoshua Bengio, managing FAR.Labs—a co-working space focused on AI safety in Berkeley—and supporting the community through targeted grants. Its mission encompasses fostering breakthrough safety research, enhancing global understanding of AI risks and solutions, and coordinating a unified international response to AI safety challenges.

About The Role

We are seeking an Executive Operations Assistant to serve as a vital support to our CEO, Adam, and President, Karl. This role is central to the operational efficiency of our executive leadership, managing communication channels, scheduling, travel arrangements, and internal coordination. The successful candidate will create and implement systems that enable our leadership team to operate at peak effectiveness, ensuring their time and efforts are directed towards strategic priorities.

This position reports directly to the CEO and President and is ideal for a detail-oriented professional who excels in bringing structure to complex environments, enjoys developing operational systems, and takes pride in empowering leadership to perform at their best. The role offers a unique opportunity to gain insight into high-stakes decision-making processes, engage with cutting-edge AI research, and contribute to a globally impactful mission.

Qualifications

• Minimum of 3+ years of experience in operations, program coordination, or executive support, preferably within fast-growth startups, research organizations, or mission-driven nonprofits
• Strong organizational skills with meticulous attention to detail
• Excellent written communication skills with sound judgment regarding tone, confidentiality, and audience
• Proven ability to manage competing priorities, shifting deadlines, and ambiguous requests in dynamic environments
• Demonstrated ownership mindset and capacity to operate independently
• Proficiency with productivity tools such as Google Workspace, Slack, and scheduling software

Preferred qualifications include genuine interest in AI safety, experience working with distributed teams across time zones, familiarity with the AI ecosystem, and knowledge of project management tools like Notion, Asana, or Coda.

Responsibilities

• Manage high-volume executive inboxes, ensuring timely responses and appropriate escalation, while maintaining organization of communication threads
• Oversee and coordinate the CEO and President’s calendars, proactively managing schedules to optimize focus and strategic leverage
• Arrange global travel logistics, including flights, accommodations, and ground transportation for conferences and meetings
• Prepare agendas, briefing materials, and follow-up documentation for leadership meetings
• Support direct reports in preparing for meetings, sending reminders, and tracking action items and deadlines
• Assist in operational projects to improve organizational workflows, including preparing presentations, refining internal documents, and supporting cross-functional initiatives
• Identify and facilitate key meetings, prepare briefings, and attend meetings as needed to support leadership
• Contribute to enhancing internal documentation systems and operational processes to increase efficiency

Benefits

• Competitive salary aligned with experience and location, ranging from $110,000 to $150,000 per year
• Standard benefits package including health, dental, and vision insurance
• Opportunities for professional growth and development within a pioneering AI safety organization
• Onsite amenities such as catered lunch and dinner for employees based in Berkeley, CA
• Flexible working arrangements, including hybrid or remote options with significant overlap with US PST timezone

Equal Opportunity

FAR.AI is committed to creating a diverse and inclusive environment. We are an equal opportunity employer and welcome applications from all qualified individuals regardless of race, gender, ethnicity, religion, sexual orientation, disability, or any other protected status. We believe that a diverse team enhances our ability to achieve our mission and foster innovative solutions in AI safety research.