Executive & Operations Associate

Overview

Organization: AI Safety Connect

Reports To: Cyrus Hodes & Nicolas Miailhe (EA); Leah Fayal, Operations Director (Ops & Tech)

Location: Remote — Working hours must overlap significantly with UTC+0 through UTC+4

Contract Type: Full-time, permanent

Compensation: USD $78,000–$96,000 annually, geo-adjusted

Start Date: As soon as possible

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About AI Safety Connect

AI Safety Connect (AISC) is a high-level event series that assists frontier AI policymakers, entrepreneurs, labs and companies, and investors in exploring practical pathways toward safe and beneficial advanced AI that enables human flourishing. We operate as a companion series, strategically following major international events such as the UN General Assembly, AI Summits, and key academic conferences to enable high-quality dialogue and collaboration on effective AI safety and governance coordination.

Since our launch at the February 2025 Paris AI Action Summit, AISC has attracted a global audience of top AI safety technical experts and government officials. In September 2025, AISC convened over 400 high-level participants during the 80th Session of the UN General Assembly, and in February 2026, AISC hosted the third edition of its flagship event during the India AI Impact Summit. AISC continues to expand as a Track 1.5 and 2.0 diplomacy platform, building bridges between governments, frontier labs, and civil society in the pursuit of responsible global AI safety coordination.

The Opportunity

AISC is a small, distributed international team of approximately nine people, operating at a pace and scale that far exceeds its size. Our Co-Chairs maintain an extensive international travel schedule across geopolitical contexts — Geneva, New York, Davos, Singapore, the Gulf, and beyond — sustaining relationships with heads of state, ministers, frontier lab executives, and investors. Behind this work, we require someone who ensures the organization operates seamlessly.

As the Executive & Operations Associate, you will serve as the operational backbone of the organization: the person our Co-Chairs rely on to manage their professional lives, the person the team depends on to coordinate logistics and vendor relationships across international contexts, and the person who builds and maintains the automations and systems that enable a small team to deliver at scale. This is not a passive support role. You will be embedded in fast-moving, high-stakes work and expected to anticipate needs, resolve issues before they are escalated, and operate with minimal direction.

This is an ideal opportunity for a resourceful, technically proficient professional with executive support experience who is seeking to work at the intersection of AI policy, international diplomacy, and organizational operations.

What you will own

※ Executive Assistant (50%)

Reports to Cyrus Hodes (Co-Chair/President) & Nicolas Miailhe (Co-Chair/Executive Director)

Manage calendars for both Co-Chairs, coordinating across multiple time zones and with high-level external stakeholders.

Triage incoming email and draft professional correspondence on behalf of the Co-Chairs.
Coordinate complex international travel arrangements and maintain detailed itineraries.
Maintain and update contact databases, ensuring accuracy and completeness of stakeholder records.
Prepare meeting agendas, briefing packets, and follow-up summaries for executive engagements.
Track action items and deadlines across both executives’ portfolios, ensuring nothing falls through the cracks.
Prioritize and triage incoming requests, distinguishing items requiring direct executive attention from those that can be handled independently.
Provide general administrative support, including coordination of personal logistics and ad hoc requests as needed.

※ Logistics & Admin (30%)

Reports to Leah Fayal (Operations Director)

Coordinate with vendors and contractors across the organization, managing contracts, onboarding, and ongoing relationships.
Oversee organizational software licenses, subscriptions, and renewals.
Maintain document management systems and support internal communications coordination.
Process and track organizational invoices and payments.
Provide general administrative support to ensure smooth day-to-day organizational operations.

※ Tech / Software Stack (20%)

Reports to Leah Fayal (Operations Director)

Administer the CRM, including data entry, hygiene, and ongoing maintenance of contact and organizational records.

Configure and maintain project management tools to support team workflows and reporting.
Build and maintain Zapier automations and integrations across the organizational software stack.
Design and optimize operational workflows to reduce manual effort and improve team efficiency.
Evaluate new software tools, manage procurement, and oversee onboarding of new platforms.
Provide IT support and troubleshooting for the team, serving as the first point of contact for technical issues.

Qualifications

Essential

2+ years of experience in executive assistant, operations, or chief of staff roles, ideally supporting senior leaders in diplomatic, policy, or high-profile professional settings.
Familiarity with the AI landscape and/or global policy environment.
Working hours must overlap significantly with UTC+0 through UTC+4.
Strong technical proficiency — comfortable learning new software rapidly, building automations (e.g., Zapier), and troubleshooting systems independently.
Self-directed and resourceful, with a demonstrated track record of solving problems proactively and operating effectively in ambiguous environments.
Excellent emotional intelligence and discretion, with experience supporting high-profile individuals in sensitive professional contexts.
Outstanding written and verbal English communication skills.
Strong organizational skills with meticulous attention to detail.
Available for significant international travel to support flagship events (approximately 3–4 events per year, 1–2 weeks each).

Strongly Preferred

Previous experience in a VIP executive assistant role within a diplomatic, multilateral, or international affairs context.
Experience with CRM systems, project management platforms, and automation tools.
Experience working in or alongside international organizations, government bodies, or multi-stakeholder initiatives.
French, Arabic, or Mandarin language proficiency.

What we value

Thoughtful and Intentional Action: We care deeply about amplifying frontier and advanced AI safety and risk mitigation through deliberate and strategic diplomacy and engagement. We strive for consistent, disciplined, and well-constructed actions to drive this mission.

Systems-Level Thinking: We seek to build systems that make good work repeatable and scalable. We value going beyond surface-level fixes and addressing systemic issues for more impactful improvements.
Growth Mindset, Low Ego: We create an environment for honest and open communication. Our team speaks up, takes risks, and asks for help. We support each other to improve as individuals and as a team through consistent reflection and feedback.
Reliability, Autonomy and Action: We trust each other and encourage taking individual growth opportunities and pairing them with project work.
Pace and Adaptability: We operate in a fast-moving, high-stakes environment with shifting timelines, international complexity, and leadership who travel constantly. You thrive under pressure, pivot without losing quality, and do not wait to be told what to do next.
Judgment and Discretion: We work with heads of state, ministers, and frontier lab executives in sensitive diplomatic settings. You exercise sound judgment with confidential information, stakeholder relationships, and organizational decisions.
Mutual Respect and Team-First Mindset: We work across cultures, time zones, and high-pressure situations — and we do it by looking out for each other. You are approachable, emotionally perceptive, and the kind of colleague who makes the people around you better. You communicate with clarity and kindness, and you step in before being asked.

What success looks like

At 1 Month

Both Co-Chairs trust you with their calendars, travel, and correspondence.
You have a clear understanding of the organizational systems landscape, including where gaps and inefficiencies exist.
You have assumed ownership of all logistical coordination and technology systems.

At 3 Months

Co-Chairs describe you as indispensable — you anticipate their needs before they articulate them.
The team considers you the go-to person for logistics and technology, and experiences noticeably reduced friction in operational processes.
Automations are live and delivering measurable time savings for the team each week