Overview
Executive Assistant Jobs in United States at The AI Policy Network
Title: Executive Assistant
Company: The AI Policy Network
Location: United States
Please attach a cover letter to your resume describing your interest in AIPI and AIPN and why a close-support operations role appeals to you.
Location: Washington, D.C. (in-person)
Compensation: $65,000-$95,000
Reports to: Executive Director
I. Position Summary
The Executive Assistant works directly with the Executive Director to protect and optimize his time and to keep the leadership team of AIPI and AIPN running smoothly. You will own his calendar, manage scheduling and travel, prepare him for the meetings that fill his days, and make sure that what gets decided turns into follow-through across a fast-moving organization.
This is a high-trust role built for someone young and unusually capable who wants to learn how a fast-growing policy organization runs from the inside. You will work shoulder to shoulder with the Executive Director, sit close to every part of the operation, and take on more responsibility as quickly as you can handle it. We plan to invest heavily in your training and to see you grow well beyond the job you start in.
II. Responsibilities
A. Calendar and Time Management
- Own the Executive Director's calendar end to end: scheduling, sequencing, and protecting his time against competing demands.
- Triage incoming requests for his time and hold the line on what earns a place on the calendar and what does not.
- Build each day and week so his hours go to the highest-priority work, resolving conflicts before they reach him.
- Keep him on time and fully prepared, with the right materials in hand for every meeting.
B. Communications and Follow-Through
- Manage and triage his inbox, drafting and sending correspondence on his behalf where appropriate.
- Track the commitments, action items, and deadlines that come out of his meetings and chase them to completion across the leadership team.
- Serve as a dependable point of contact between the Executive Director and staff, congressional offices, donors, and outside partners.
- Take notes in meetings and turn them into clear, assigned follow-ups.
C. Travel and Logistics
- Plan and book domestic and international travel, building detailed itineraries that hold up against a demanding schedule.
- Coordinate logistics for the meetings, briefings, and events the Executive Director attends or hosts.
- Handle expense tracking, reimbursements, and reconciliation.
- Anticipate logistical problems and solve them before they become disruptions.
D. Operations and Team Support
- Support the leadership team across AIPI and AIPN with scheduling, coordination, and project follow-up.
- Keep documents, files, and records organized and easy to find.
- Help prepare materials for leadership meetings, donor conversations, and Hill engagements.
- Take on whatever operational work needs doing, with a whatever-it-takes attitude.
III. Qualifications
A. Required
- Exceptional organization and attention to detail, with the ability to manage many moving pieces without dropping any.
- Strong written and verbal communication.
- Sound judgment and real discretion with confidential and sensitive information.
- Self-directed, fast-moving, and resourceful, with an upbeat, whatever-it-takes attitude.
- Comfortable with Google Workspace and quick to learn new tools.
- Based in, or willing to relocate to, Washington, D.C. This is an in-person role.
We care more about raw ability, drive, and judgment than about years of experience or a particular background. This is an entry-level role, and we encourage promising recent graduates to apply.
B. Preferred
- Interest in AI, technology policy, or national security.
- Experience supporting a founder, executive, or other principal.
- Familiarity with scheduling, travel, and expense tools, and with CRM systems such as HubSpot or Pipedrive.
- A track record of unusual achievement in school, work, or your own projects.
IV. About AIPI and AIPN
The AI Policy Institute (AIPI) and the AI Policy Network (AIPN) are a paired 501(c)(3) and 501(c)(4) working to prepare America for the era of artificial superintelligence. AIPI conducts independent research and polling on the trajectory and implications of advanced AI, providing rigorous analysis to policymakers, media, and the public. AIPN is a bipartisan advocacy organization that brings technically grounded perspectives on emerging AI capabilities and risks directly to policymakers, with particular focus on keeping advanced AI systems reliable, controllable, and aligned with their intended purposes.
Benefits include a technology budget, a stipend for health insurance, and unlimited PTO.