About Us Guardrails Action is a 501c4 organization aligning the policy and organizing coalition necessary to contend for power and pave the way for a trajectory of AI that protects and benefits everyone–not just the AI industry.
Guardrails Action uses a four-pronged approach:
1. Policy: Advancing an AI agenda that puts people in charge of the tech that governs their lives
2. Accountability Campaigning: Holding policymakers accountable to a pro-regulatory agenda
3. Inside-Outside Organizing: Collaborating with and between policy experts, movement leaders, and members of Congress to win
4. Grassroots Mobilization: Ensuring the people most impacted by AI are at the forefront of policy debates
We believe AI can be good for people and the world. But a future in which AI serves people requires rules, accountability, and a government that actually represents the public — not just its donors.
About the Role
Guardrails Action is hiring a Special Assistant to keep our executive team organized and support cross-functional initiatives across our team. The right candidate for this role will have several years of experience owning executive support functions, enjoy creating systems that are fit-for-purpose, and be skilled at balancing strong attention to detail with efficiency. This role reports to the Chief Operating Officer.
Key responsibilities
Executive Assistance to Two Team Members
● Calendar Management: Own the executives’ calendars, scheduling and prioritizing meetings, calls, and travel to protect time for strategic work, including:
○ Weighing competing requests, decline or redirect where appropriate, and resolving conflicts quickly
○ Coordinating complex scheduling across time zones, internal teams, board members, and external stakeholders
● Inbox Management:
○ Monitor and triage the executives’ inboxes daily, flagging urgent and sensitive items
○ Draft and send responses on the executives’ behalf, matching their voice and judgment
○ Route requests to the right people and follow up until they are closed
○ Maintain filing systems so key correspondence and documents are easy to find
○ Serve as a professional first point of contact for internal and external inquiries
● Coordinate travel logistics as needed
● Manage expense reimbursements and reporting for both team members
Cross-Functional Support
● Research and Briefings: Prepare concise briefing memos ahead of meetings, events, and speaking engagements, covering attendees, background, objectives, and talking points
● Tracking organizational priorities:
○ Maintain systems for organizing and tracking executive and organizational, commitments, and deadlines
○ Follow up with staff and partners to keep action items moving and surface risks early
○ Capture decisions and next steps from leadership meetings and confirm they are carried out
● Event planning: Plan and run internal and external events, such as offsites, retreats, board meetings, donor or partner gatherings, and all-staff sessions, including vendors, budgets, logistics, and day-of coordination
● Take on other duties as assigned in support of the executive team and organization
Qualifications
● 3-5 years of experience in an executive support, junior chief of staff, operations, or project coordination role
● Demonstrated experience managing a senior leader's calendar and inbox
● Ability to consistently maintain a 2-hour response time during regular business hours
● Comfort with asynchronous work and fielding requests coming in on email and Signal
● Excellent writing skills, with the ability to synthesize complex information quickly
● Proven ability to handle confidential information with discretion
● Proficiency with Google Workspace, video conferencing tools
● Experience working in political organizations is a significant advantage
Job Details
● Compensation: This is a full-time position with a salary of $90,000-$110,000 per year, commensurate with experience. We also offer a competitive benefits package, including: medical, dental, and vision insurance, flexible time off, and a 401k match
● Location: Remote, with a preference for candidates located in New York or DC