Executive Operations Assistant Full Time

FAR.AI is a distinguished non-profit AI research institute dedicated to ensuring that the development of advanced artificial intelligence remains safe and beneficial for all. Our core mission revolves around facilitating groundbreaking AI safety research, enhancing global understanding of AI risks and solutions, and fostering a coordinated international response to emerging AI challenges. Since our inception in July 2022, we have experienced rapid growth, expanding our team to over 40 talented professionals. Our contributions include publishing more than 40 influential academic papers and establishing prominent AI Safety events recognized worldwide. Our research outputs are featured at premier venues such as NeurIPS, ICML, and ICLR, alongside coverage in reputable outlets like the Financial Times, Nature News, and MIT Technology Review. We actively collaborate with frontier AI developers like OpenAI, conducting pre-deployment testing, as well as independent testing for governments including the EU AI Office. Beyond research, we shape the future of AI safety by developing strategic research roadmaps in partnership with renowned researchers like Yoshua Bengio, managing FAR.Labs—a dedicated AI safety-focused co-working space in Berkeley—and supporting the community through targeted grants. Our work is driven by a commitment to advancing the safe and responsible development of AI globally.

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 designed to act as a force multiplier for our executive leadership, managing critical operational tasks such as communication, scheduling, travel arrangements, and internal coordination. The ideal candidate will be instrumental in creating systems and processes that enable our leadership to operate at peak efficiency, ensuring their time and focus are directed toward high-impact activities. Reporting directly to the CEO and President, this position offers a unique opportunity to gain insight into high-stakes decision-making, frontier AI research, and global collaborations with AI developers, researchers, and policymakers. The position requires a detail-oriented, proactive individual who thrives in fast-paced environments, excels at building organizational systems, and takes pride in empowering leadership to achieve their strategic objectives. As the organization scales rapidly with significant funding and influence, the Executive Operations Assistant will play a crucial role in maintaining operational excellence and supporting our mission to ensure AI safety for everyone.

Qualifications

• Minimum of 3+ years of experience in operations, program coordination, or executive support
• Experience working in 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
• Strong ownership mindset with the ability to operate independently
• Proficiency with productivity tools such as Google Workspace, Slack, and scheduling software

Responsibilities

• Manage high-volume executive inboxes, ensuring timely responses and appropriate escalation
• Draft and coordinate responses to government partners, frontier AI labs, and confidential research discussions
• Maintain organized communication threads and prioritize correspondence effectively
• Own and optimize the executive calendar, proactively managing scheduling, travel, and logistics
• Coordinate logistics for conferences, travel arrangements, and external engagements globally
• Book flights, accommodations, and ground transportation as needed
• Prepare agendas, briefing materials, and follow-up documentation for leadership meetings
• Support direct reports in preparing for 1:1 meetings with the CEO & President
• Maintain systems for tracking action items, deadlines, and priorities
• Assist in operational initiatives such as preparing presentations, refining internal documents, and supporting cross-functional projects
• Identify opportunities to improve internal workflows and documentation systems
• Support organizational efforts related to fundraising, recruiting, and strategic planning

Benefits

• Competitive salary range of $110,000-$150,000 annually, commensurate with experience and location
• Standard benefits package, including health insurance and paid time off
• Onsite or hybrid work options in Berkeley, CA, with flexibility for remote work within US PST hours
• Catered lunch and dinner for onsite employees
• Opportunity to work at the forefront of AI safety research and policy
• Exposure to high-impact projects and collaborations with leading AI researchers and policymakers

Equal Opportunity

FAR.AI is committed to creating an inclusive environment and is proud to be an equal opportunity employer. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, disability, or any other protected status. We welcome applicants from diverse backgrounds and are dedicated to fostering a workplace that values equity, diversity, and inclusion.