Technical Executive Assistant

About UsThe Center for AI Safety (CAIS) is a leading research and field-building organization on a mission to reduce societal-scale risks from AI. Alongside our sister organization, the CAIS Action Fund, we tackle the toughest AI issues with a mix of technical, societal and policy solutions. Our founder and Director, Dan Hendrycks, is a leading AI researcher and advisor to xAI.
Position PurposeThe Technical Executive Assistant provides high-level support to the Director (Dan Hendrycks) and Chief Operating Officer (Josue Estrada), enabling them to maximize their effectiveness and impact. This role requires exceptional organizational abilities, a strong understanding of AI safety, familiarity with ML concepts, and the flexibility to adapt to dynamic priorities. Working in a fast-paced environment at the forefront of AI safety, the ideal candidate will demonstrate excellent judgment, discretion with confidential information, and the ability to anticipate needs before they arise.
Key Functions and Responsibilities:

Executive Support

• Screen and prioritize incoming communications (email, phone, etc.), ensuring timely responses to urgent matters
• Working closely with the Director to manage emails and communications
• Manage complex calendars, including strategic prioritization of meeting requests and commitments based on organizational goals and leadership preferences
• Coordinate domestic and international travel arrangements, including detailed itineraries, logistics, and necessary documentation
• Prepare briefing materials for meetings, speaking engagements, and other events
• Coordinate high-level meetings with internal teams, external partners, and other stakeholders
• Assist with documentation preparation and management
• Provide general administrative support as needed
• Handle confidential and sensitive information with appropriate discretion

Project Coordination

• Track progress on key initiatives and follow up on action items from meetings and discussions
• Coordinate cross-functional activities involving multiple stakeholders
• Assist with preparation of presentations, reports, and other materials
• Support the implementation of strategic projects as needed
• Maintain organized documentation of project plans, meeting notes, and deliverables

Communications Support

• Draft correspondence, memos, and other communications on behalf of leadership
• Assist with the preparation of materials for public appearances and media engagements
• Coordinate with the Communications team on content review and messaging
• Support documentation of key organizational activities and achievements

Qualifications of an Ideal Candidate:

• 2+ years of executive support experience or equivalent role preferred, but not required
• Understanding of AI/ML concepts and ability to engage with technical content
• Exceptional organizational skills and ability to manage competing priorities
• Availability for flexible hours, including evenings and weekends as needed
• Strong written and verbal communication skills
• Discretion in handling confidential information
• Proficiency with calendar management, travel planning, and productivity tools
• Proactive problem-solving approach and ability to work independently
• Adaptability to learn quickly in new domains while maintaining organization
• Thrives in a fast-paced environment with evolving priorities
• Collaborative team player who contributes to organizational culture
• Comfortable working autonomously while remaining receptive to feedback

The Center of AI Safety is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. Some studies have found that a higher percentage of women and underrepresented minority candidates won't apply if they don't meet every listed qualification. The Center for AI Safety values candidates of all backgrounds. If you find yourself excited by the position but you don't check every box in the description, we encourage you to apply anyway!