Operations & Programs Associate
Overview
Organization: AI Safety Connect
Reports To: Leah Fayal, Director of Program & Operations; provides executive support to Cyrus Hodes & Nicolas Miailhe (Co-Directors)
Location: Remote, based in a time zone spanning Europe to Southeast Asia (UTC+0 to UTC+8)
Contract Type: 3-month fixed-term contract, with potential to extend
Hours: 20-30 hours/week, with the option to move to full-time
Compensation: USD $30 to $40 per hour, commensurate with experience
Travel: Not expected during the initial 3-month contract. If the engagement is extended, you must be able to travel internationally for flagship events.
Start Date: Late November 2026
Application Deadline: Rolling. Priority deadline: November 6, 2026
About AI Safety Connect
Where the world meets to make AI safe.
AI Safety Connect (AISC) catalyzes international coordination on AGI and ASI safety and governance by serving as a trusted and neutral platform for decision-makers across geographies, sectors, and political philosophies. We bring frontier lab leaders, policymakers, and AI safety researchers together through curated workshops, capacity-building programs, and off-record Track 1.5 and Track 2 dialogue alongside major diplomatic moments such as the UN General Assembly, the AI Summit series, and APEC.
Since launching at the February 2025 Paris AI Action Summit, AISC has convened 400 participants during the 80th UN General Assembly, hosted six events at the India AI Impact Summit in February 2026 with speakers including the Dutch Prime Minister and the OECD Secretary-General, convened in Geneva in July 2026, and returned to UN Headquarters for UNGA 81 in September 2026. We do this with a small, globally distributed team that operates well beyond its size.
The Opportunity
As the Operations & Programs Associate, you will keep AISC running behind the scenes. You will own the logistics, systems, and administrative work that let a small team deliver high-level convenings, and you will make sure the Co-Directors' time goes to the work only they can do.
You will take ownership of travel, scheduling, vendor and contractor administration, registration, and the CRM, and you will support the team's communications outputs. This is a high-autonomy role. You will be expected to anticipate needs, resolve issues before they escalate, and keep work moving with minimal direction.
What you will own
※ Executive Support (~20%)
Supports Cyrus Hodes & Nicolas Miailhe (Co-Directors)
Manage calendars and scheduling for the Co-Directors across multiple time zones and with senior external stakeholders.
Book and manage the Co-Directors' travel, and maintain detailed itineraries.
Coordinate meeting logistics, including invitations, rooms, and virtual links.
Handle expense receipts and general administrative requests for the Co-Directors.
※ Operations & Administration (~40%)
Reports to Leah Fayal (Director of Program & Operations)
Coordinate vendor and contractor administration, including contracts, onboarding paperwork, tracking, and renewals.
Book and manage travel for staff and event speakers.
Manage software licenses, subscriptions, and user access across the team's tools.
Provide first-line systems support: troubleshoot tool issues for the team, maintain simple automations in tools such as
Monday.com or Zapier, and help set up workflows in our project management tools.
Maintain shared drives, document management, and organizational records.
Track internal action items and deadlines, and keep project management boards current.
Programs & Events (~25%)
Reports to Leah Fayal (Director of Program & Operations)
Administer the CRM, including data entry, hygiene, and ongoing maintenance of contact and organizational records.
Support end-to-end logistics for small events such as dinners, workshops, and bilateral meetings, including venues, vendors, catering, and run sheets.
Support flagship event delivery alongside production partners, including vendor coordination, materials, and run-of-show support as needed.
Manage registration, including invitations, RSVPs, attendee communications, check-in, and attendance data.
Support post-event closeout, including final invoices and attendance data for reporting.
Communications Support (~15%)
Reports to Leah Fayal (Director of Program & Operations)
Schedule and publish social media posts against the content calendar.
Produce simple graphics and event materials in Canva.
Make routine website updates.
Keep the CRM accurate after every event and key meeting, including new contacts, interactions, and tagging.
Qualifications
Essential
Based in a time zone spanning Europe to Southeast Asia (UTC+0 to UTC+8) ).
Outstanding written and verbal English.
Meticulous attention to detail and strong organizational skills. You can track many moving pieces without dropping any.
Comfort learning new software quickly, including CRM, project management tools, and Google Workspace.
Strong technical proficiency, including with AI tools
Discretion and sound judgment with confidential information and senior stakeholders.
Genuine interest in AI policy, AI safety, or international affairs.
Ability to travel internationally for flagship events if the engagement is extended.
Strongly Preferred
In-depth familiarity with the AI governance landscape, including its key institutions, initiatives, and actors, such as AI safety institutes, the UN Global Dialogue on AI Governance, the OECD, and frontier lab policy teams.
Proficiency in Mandarin or French.
Experience with Monday.com, Canva, or automation tools such as Zapier.
Experience managing social media or newsletters for an organization.
Experience in an international, diplomatic, policy, or multi-stakeholder setting.
Graduate study in international affairs, public policy, or a related field.
What we value
Collaboration: We work across cultures, time zones, and functions, and we pitch in wherever the team needs us
Humility: We hold our ideas loosely, ask for help, and treat feedback as a tool for getting better.
High Ownership: We take responsibility for outcomes, not just tasks, and follow work through to completion.
High Performance: We deliver high-quality work on time, with minimal oversight, at a pace that matches the stakes.
Trust: We rely on each other, communicate openly, and handle sensitive information with care.
Agility: We adapt quickly when timelines shift, priorities change, or plans fall through
What success looks like
At 1 Month
The Co-Directors trust you with their calendars, travel, and scheduling.
You own staff travel, registration, and CRM updates without needing reminders.
You understand AISC's systems and have flagged where processes could be simpler.
At 3 Months
The team spends noticeably less time on logistics and administration.
Social posts go out on schedule.
Small events run smoothly with you as the logistics owner, and you have supported preparation for flagship events.
Compensation & Benefits
Rate: USD $30 to $40 per hour, based on experience.
Flexible remote work with autonomy over schedule.
If the engagement is extended, international travel to flagship events, with costs covered under AISC's travel policy.
Potential to extend the contract and grow toward a full-time role.
