Special Assistant

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

We offer a competitive benefits package, including: medical, dental, and vision insurance, flexible time off, and a 401k match.