Executive Assistant

MATS Research; Berkeley (CA); Híbrido; USD 85.000 - 120.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Catered lunches & dinners

Paid work trips

Professional development funding

17 days annual PTO

Hybrid work flexibility

Healthcare & life insurance

401(k) options

Descripción de la vacante

MATS is seeking an Executive Assistant to support CEO Ryan Kidd and COO Christian Smith. This high-trust role sits at the center of a fast-growing nonprofit, coordinating complex calendars and travel between Berkeley and London, and preparing materials for board and donor meetings.

You will act as a force multiplier so leaders can focus on fundraising, strategy, and scaling the AI safety field, while handling confidential information with discretion and supporting special projects across

Formación

• 3+ years of experience in a high-trust executive support role such as Executive Assistant or Chief of Staff.
• Ability to manage two executives' priorities with attention to detail and strong triage skills.
• Clear, professional written and verbal communication; experience interfacing with board members, donors, and partners.

Responsabilidades

• Manage complex, shifting calendars for two executives and prioritize high-value meetings.
• Coordinate domestic and international travel (Berkeley to London) and handle itineraries and expenses.
• Draft and proofread correspondence; prepare briefing documents and manage executive inboxes.

Conocimientos

Calendar management

Travel coordination

Communication

Discretion

Autonomy

Mission alignment

Tech-savvy

Herramientas

Google Workspace

Project management software

Descripción del empleo

About the role

MATS is looking for a sharp, discreet, and highly organized Executive Assistant to support CEO Ryan Kidd and COO Christian Smith. This is a high-trust role at the center of a fast-growing, high-impact nonprofit: you’ll manage complex calendars, coordinate travel across Berkeley and London, prepare materials for board and donor meetings, and act as a force multiplier so both leaders can focus their time on fundraising, strategy, and scaling the AI safety field. You’ll need to context-switch comfortably between the CEO’s external-facing, fundraising-heavy schedule and the COO’s finance- and operations-heavy workload.

This role sits within the People team and reports to the Head of People, consistent with how all MATS executive assistants are managed. You’ll receive day-to-day direction and priorities from Ryan and Christian, while the People team handles your management, performance, and career development.

What you’ll do

• Calendar & scheduling: Manage complex, shifting calendars for both executives, proactively resolving conflicts and prioritizing high-value meetings (donors, board members, mentors, partner organizations).
• Travel coordination: Book and manage domestic and international travel, including trips between the Berkeley and London offices, conferences, and donor visits; handle logistics, itineraries, and expense reconciliation.
• Communications: Draft and proofread correspondence, prepare briefing documents, and manage inboxes with sound judgment about what needs the executives’ direct attention.
• Meeting support: Prepare agendas, materials, and minutes for board meetings, leadership syncs, and donor/investor calls; track follow-up action items to completion.
• Financial & operations admin: Support Christian with expense tracking, reimbursements, vendor coordination, and other light operational/financial admin as needed.
• Event coordination: Assist with planning internal offsites, board meetings and donor or partner gatherings.
• Confidentiality & judgment: Handle sensitive information (financial, personnel, donor) with absolute discretion, and represent MATS professionally in all external interactions.
• Special projects: Take on ad hoc projects that free up leadership bandwidth: research, vendor comparisons, process documentation, and light project management.

What we’re looking for

• Experience: 3+ years of experience as an Executive Assistant, Chief of Staff, or in a similarly high-trust support role, ideally supporting founders, executives, or senior leadership.
• Organization: You can juggle two executives’ priorities at once without dropping details, and you know how to triage what’s urgent versus what can wait.
• Judgment & autonomy: Comfortable making decisions on scheduling, correspondence, and logistics without needing every choice signed off.
• Communication: Clear, professional written and verbal communication; comfortable interfacing with board members, donors, and external partners.
• Discretion: A demonstrated ability to keep sensitive financial, personnel, and strategic information confidential.
• Mission alignment: Genuine interest in AI safety or the nonprofit research/education space is a strong plus, though not required.
• Tech-savvy: Comfortable with calendar, travel, and productivity tools (e.g., Google Workspace, project management software); willingness to learn MATS-specific systems.

Nice to haves

• Prior experience supporting a CEO and a finance-focused executive simultaneously.
• Experience in a startup, nonprofit, or research organization environment.
• Familiarity with international travel logistics (US/UK).
• Light bookkeeping or expense-management experience.

About the Compensation

• The essential skills listed above contain the basic requirements, and align with the lower end of this range.
• MATS provides in-office, catered lunches and dinners to employees on workdays.
• Paid work trips, including staff retreats, business trips, and relevant conferences.
• Funding and support for professional development.
• 17 days of annual paid time off for Berkeley-based employees.
• Flexibility for hybrid work (but not for fully remote work).
• Collaborative and intellectually stimulating work environment.
• Medical, dental, vision, and life insurance.
• Both Roth 401(k) and Traditional 401(k) for US-based employees.

Working hours and location

40 hours per week. Successful candidates can expect to spend most of their time working in person from our main office in Berkeley, California. We are open to hybrid working arrangements for exceptional candidates.

Note while applying

If you use an LLM chatbot or other AI tools in this application, please follow the norms here. Applications will be reviewed on a rolling basis. MATS uses LLMs to help draft job descriptions, identify candidates to source, and transcribe interviews.

MATS is committed to fostering a diverse and inclusive work environment at the forefront of our field. We encourage applications from individuals of all backgrounds and experiences.

Join us in shaping the future of AI safety & security research!