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. You can see a partial articulation of our
vision in [this essay](https://https://reimagine.aviv.me/p/reimagining-
democracy-ai-journal-of-democracy).
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 run the ship and 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:
* Have prior experience as an executive assistant managing C-level executives, especially in a fast-moving startup or small org environment
* Be organized, very detail-oriented, great at project management, and have a passion for managing many moving pieces in a fast-paced environment
* Have an authentic, friendly, concise email writing voice with executive presence
* Proactive problem solver who can manage open-ended tasks with discernment and attention to detail
* Value open communication, 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)
* Ask great questions, show curiosity, and have an eagerness to learn quickly
* Be willing and interested in using AI tools appropriately to augment productivity and workflow
* Be comfortable working with software systems such as Notion, Google Drive, Slack, video conferencing software (including hosting)
**Your schedule**
We value flexibility and are open to discussing a different fixed schedule for
the right candidate, as long as there is reasonable overlap with Pacific Time
(PT) to facilitate collaboration.
This is a full-time, remote 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 these will be rare and we will work with
you to plan for those times.
There is a slight preference for hires located in the San Francisco Bay Area
to allow for occasional in-person collaboration, but this is not a
requirement.
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 comprehensive health, dental, and vision insurance, plus unlimited
paid time off to support work-life balance.
**Applying**
Please fill out [this application
form](https://docs.google.com/forms/d/e/1FAIpQLSdLb0ABPz1Rdc6GZ4sWLEzdJ3UsC_cUHT_X5McbE4z0gKnA7Q/viewform?usp=sf_link)
to be considered. We are not screening applications we receive through the
Wellfound platform.
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.