Job Description

The AI & Democracy Foundation (AIDF) is working toward a world where democratic capacity can keep pace with AI advances. We accelerate innovation, evaluation, and adoption of deliberative, democratic, human-centered, governance and alignment systems, for and with AI. We are both a non-profit (501c3) funder, and an advisor to philanthropic organizations, AI organizations, civil society, and governments on the design, funding, and adoption of democratic processes.

AIDF is looking to hire a seasoned Executive Assistant to join the team to support its CEO. If you’re organized, detail-oriented, and passionate about working with an exciting fast-moving non-profit startup, we’d love to meet you.

Responsibilities

• Project management: help the CEO stay on top of all priorities
• CRM and knowledge base management: capturing relationships, meeting notes, and updates
• Inbox management: prioritizing and triaging inboxes, writing emails and documents over dictated voice memos, and staying on top of correspondence
• Calendar management and scheduling
• Travel arrangements
• Meeting management: creating agendas, taking notes, capturing next steps
• Personal assistance (around 15% of the role)
• Special projects and miscellaneous tasks as requested

Qualifications

Strong candidates will have a mix of the following:

• Prior experience as an executive assistant managing C-level executives, especially in a fast-moving startup or small org environment
• Strong organizational skills. We're looking for someone very detail-oriented, great at project management, and have a passion for managing many moving pieces in a fast-paced environment
• An authentic, friendly, concise email writing voice with executive presence
• Proactive problem-solving skills, with the ability to manage open-ended tasks with discernment and attention to detail
• An open communication style, with comfort with a direct style of communication (e.g. open conversations about what went well vs. not; fast conversations when on a hard deadline)
• An ability to ask great questions, show curiosity, and have an eagerness to learn quickly
• A willingness and interest in using AI tools appropriately to augment productivity and workflow
• Comfort working with software systems such as Notion, Google Drive, Slack, video conferencing software (including hosting)

Your schedule

This is a full-time, hybrid position with typical hours of 10am-6 pm PT, Monday through Friday. There may be occasions when it would be useful to have some after-hours availability, but we will work with you to plan for those times.

The salary range for this role is $90,000 to $130,000 annually. Final compensation is determined based on the candidate’s location and cost of living, ensuring fairness and equity across geographies.

We offer health, dental, and vision insurance, plus unlimited paid vacation to support work-life balance.

Applying

Please complete the application form at the following link to be considered:

Note: Applications submitted via LinkedIn will not be reviewed.

We encourage you to apply even if you believe you do not fulfill all of the requirements.

This role is open on a rolling basis, with applicants evaluated first come first serve.

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