Executive Assistant

About FirstPrinciples:
FirstPrinciples is a non-profit organization building an autonomous AI Physicist to understand the nature of reality: the underlying structure, governing principles, and fundamental laws of our universe. We're developing an intelligent system that can explore theoretical frameworks, reason across disciplines, and generate novel insights to tackle the deepest unsolved problems in physics. By combining AI, symbolic reasoning, and autonomous research capabilities, we're developing a platform that goes beyond analyzing existing knowledge to actively contribute to physics research. Our goal is to accelerate progress on the questions that have captivated humanity for centuries.

Job Description:
We’re seeking a proactive, highly organized, and resourceful Executive Assistant to support the operational efficiency and coordination of our growing organization. You’ll be a central point of contact, ensuring smooth communication, streamlined workflows, and world-class administrative systems that enable our leadership and team to focus on strategic priorities. This is a hands-on role ideal for someone who thrives in a dynamic, mission-driven environment, loves creating order from complexity, and takes pride in keeping teams aligned and moving forward.

Key Responsibilities:

Leadership, Calendar & Operational Support:

• Provide proactive administrative and operational support to the leadership team and broader organization.
• Manage complex calendars, including scheduling internal and external meetings, interviews, and cross-functional calls, while anticipating potential conflicts and priorities.
• Prepare agendas, develop presentation materials, and ensure participants are fully briefed and prepared for meetings.
• Attend select meetings to capture key action items, track deliverables, and ensure timely completion of follow-up tasks.
• Provide daily recaps and meeting summaries to maintain clarity, alignment, and accountability.
• Coordinate meeting and event logistics such as scheduling, communications, presentations, and post-meeting follow-up.
• Maintain effective internal communication channels and serve as a liaison between leadership, staff, and external partners.
• Conduct strategic outreach to external stakeholders (academics, researchers, partners, and collaborators) to coordinate introductions, schedule calls for the executive team, and maintain relationship pipelines.

Travel & Conference Coordination:

• Plan and manage all domestic and international travel arrangements for staff, including flights, accommodations, ground transportation, and detailed itineraries.
• Coordinate registration, logistics, and materials for conferences, speaking engagements, and external events.
• Manage travel-related correspondence, approvals, and expense reporting to ensure timely processing and compliance.
• Anticipate travel needs, proactively identify potential issues, and implement solutions to ensure smooth and seamless execution.
• Serve as the primary point of contact for vendors and partners related to travel and event logistics.

Event Planning & Logistics:

• Lead the planning and execution of leadership meetings, team offsites, retreats, virtual events, partner meetings, and team-building activities.
• Coordinate all event logistics, including venue selection, catering, materials, technology support, and vendor management.
• Develop and manage event timelines, budgets, and schedules to ensure smooth execution and adherence to organizational goals.
• Handle post-event follow-up, including communications, feedback collection, and documentation of key outcomes.
• Anticipate potential issues and proactively implement solutions to ensure events run seamlessly.

Operational & Workflow Management: 

• Oversee general administrative processes to ensure smooth daily operations across teams and functions.
• Support new hire onboarding, including account setup, access permissions, workspace logistics, and orientation coordination.
• Coordinate team recognition programs, gifts, and special initiatives to foster a positive workplace culture.
• Maintain organized records and documentation across shared systems (e.g., Google Drive, Asana, Confluence) to ensure accessibility and compliance.
• Track key organizational initiatives and projects, monitoring milestones and deliverables to ensure timely completion.
• Facilitate cross-functional coordination to support project execution and information flow between teams.
• Provide operational and logistical support for the Development (Fundraising) team, including assisting with outreach efforts, coordinating swag or materials for prospects, and ensuring timely follow-up and fulfillment.
• Identify opportunities to streamline workflows and implement process improvements that enhance operational efficiency.
• Proactively analyze team calendars, meeting cadences, and operational workflows to identify inefficiencies and recommend improvements that enhance cross-team coordination and productivity.

Additional Duties: 

• Participate in internal committees and projects.
• Perform other ah-hoc administrative tasks as needed.

Qualifications:

• Educational Background: Bachelor’s degree in business administration, communications, or related field.
• Experience: 3–5+ years of experience as an Executive Assistant, Administrative Assistant, or Operations Coordinator in a fast-paced or high-growth organization.
  • Proven ability to manage multiple projects simultaneously and meet deadlines with minimal supervision.
  • Proficiency in productivity tools (Google Workspace, Slack, Asana, Confluence, etc.).
  • Demonstrated ability to leverage the latest AI tools (for meeting summaries, scheduling, content creation, and workflow automation) to enhance efficiency and productivity.
  • Track record of supporting senior executives or leadership teams.
• Skills:   
  • Exceptional organizational, time-management, and prioritization skills with strong attention to detail.
  • Strong written and verbal communication skills, with the ability to represent the organization professionally in all interactions.
  • High degree of discretion and confidentiality when handling sensitive information.
  • Self-starter with a solutions-oriented mindset and a passion for enabling teams to operate efficiently.
• Mindset: Entrepreneurial & mission-driven, comfortable in a fast-growing, startup-style environment, and motivated by the ambition of tackling one of the greatest scientific challenges in history.

Bonus Skills/Experiences:

• Demonstrated passion for physics and for making scientific knowledge accessible and impactful.
• Experience with scientific research organizations, tech-forward universities, or R&D-intensive non-profits.

Application Process:

• Interested candidates are invited to submit their resume, a cover letter detailing their qualifications and vision for the role, and references. Please include "Executive Assistant" in the cover letter.

Join us at FirstPrinciples and be a part of a transformative journey where science drives progress and unlocks the potential of humanity.