Guardrails Action: Special Assistant

Job Post; United States; Remote; USD 90,000 - 110,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Flexible time off

401k match

Job summary

Guardrails Action, a remote nonprofit in the Operations department, seeks a Special Assistant to organize the executive team and drive cross‑functional initiatives. You will own calendars, manage inboxes, coordinate travel, and handle reimbursements for two executives, while supporting research, briefing memos, and strategic planning.

Applicants should have 3–5 years in executive support or similar roles, excel at written communication, and handle confidential information with discretion.

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 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.

Responsibilities

• Provide executive assistance to two team members, including calendar and inbox management, travel logistics, and expense reimbursements.
• Coordinate cross-functional support, including research briefs, tracking priorities, and surface risks early.
• Plan and run internal and external events, budgets, vendors, and day-of coordination.
• Take on other duties as assigned in support of the executive team and organization.

Skills

Executive support

Calendar management

Inbox management

Written communication

Discretion

Asynchronous work

Tools

Google Workspace

Video conferencing tools

Job description

Guardrails Action: Special Assistant

LOCATION

Remote

SALARY

$90000 - $110000 (Yearly)

HEALTHCARE

Employer-sponsored health insurance offered

COMPANY

Guardrails Action

DEPARTMENT

Operations

EMPLOYMENT TYPE

Non-Profit

MINIMUM LEVEL OF EXPERIENCE

Departmental Staff Manager (overseeing staff within a specific department, and/or reporting to a Department Director. Ex: Deputy Data Director, Regional Organizing Director, GOTV Director)

APPLICATION INSTRUCTIONS

Applications will be accepted until November 8th. Guardrails Action is an equal opportunity employer and strongly encourages applications from candidates regardless of race, gender, national origin, sexual orientation, age, disability, veteran status, or religion.

APPLY BY

November 8, 2026

APPLICATION LINK

https://guardrailsaction.org/wp-content/uploads/2026/10/Special-Assistant-JD.pdf

JOB DESCRIPTION

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