Executive Assistant, EU Law & Legal Frontiers

We’re hiring an Executive Assistant to provide dedicated, personalized support to our Director of EU Law and our Managing Director of Research (who also leads the Legal Frontiers team). Both teams are expanding and the Directors need someone who can take on real judgment calls — not just scheduling — so they can focus on higher-leverage work. This isn’t a diary-management role; you’ll be making calls about what matters, drafting substantive material, and anticipating problems before they land on either Director’s desk. You’ll be prioritizing across two principals and two workstreams, so judging what’s genuinely urgent — and for whom — is central to the role.

Your main responsibilities include (but are not limited to):

Calendar and scheduling

• Proactively managing each Director’s calendar — not just booking what’s asked, but judging what’s a priority, who actually needs face time versus who can be redirected to someone else, and protecting focus time even when it means pushing back on requests from senior people
• Maintaining agenda templates for recurring meetings and nudging attendees ahead of time so agendas are populated before the meeting starts, not during it
• Proactively researching and preparing meeting briefs, agendas, and background materials ahead of key meetings — e.g., pulling together a one-page briefing on an unfamiliar stakeholder or issue before a meeting to ensure that the Director arrives prepared

Inbox management

• Drafting substantive correspondence on each Director’s behalf, not just routine replies — each Director cares about writing quality, so this means producing clear, well-argued drafts that could go out largely as-is, in a voice that reads as theirs
• Potentially holding direct inbox access to respond to lower-priority emails independently, once you’ve learned the cast of characters well enough to triage without checking in each time
• Tracking responses to invitations for talks and seminars, keeping a clear record of who’s accepted, who’s declined, and who still needs chasing

Project management support

• Owning deadlines end-to-end — tracking internal and external commitments, blocking time on the calendar so a project actually gets finished before it’s due, and flagging risk early rather than reminding a Director once something is overdue

Travel and logistics

• Arranging domestic and international travel, including flights, hotels, coworking spaces, and visas — anticipating likely complications (tight connections, visa lead times, time zone changes) rather than booking the first option that fits the dates
• Processing reimbursement and expense requests promptly and accurately

IT and events

• Handling day-to-day IT matters, e.g., Slack administration, subscription renewals
• Liaising with Ops and Programs on event logistics, acting as the day-to-day coordination point between the Directors and the Ops team

Horizon scanning

• Helping identify programs, initiatives, or opportunities that could genuinely benefit the team — not just logging what comes across your desk, but assessing what’s actually worth pursuing

Wider team support

• Staying genuinely plugged into what’s happening across the organization, not just your own workload, so you can keep each Director informed
• Helping maintain organizational CRM systems so that important relationships are preserved and strengthened
• Supporting the wider team during crunch-time events throughout the year. During crunch periods, things may move too quickly for detailed instructions; you’ll need to work closely with Ops and Programs to pick up ad hoc coordination tasks (logistics, materials, last-minute changes) without needing everything spelled out
• Organizing team retreats throughout the year
• Nudging staff on performance reviews and other HR-related admin so deadlines don’t quietly slip
• Completing occasional personal tasks for either Director — appointments, personal travel, and similar admin — treated with the same discretion as sensitive work matters

Compensation 

The salary range for this role is $70,000 – $100,000 depending on experience and location. For exceptional candidates whose experience exceeds our expectations in terms of relevance and seniority, we may consider higher compensation.

Start date

We are ideally looking for someone able to start immediately but are open to waiting for longer if the ideal candidate is not available immediately.

Time zones and location 

This is a full-time position. We’re looking for someone who can maintain meaningful overlap with UK working hours; and preferably will be based out of our office in Cambridge, UK. We have staff working from many different countries and will support remote work and flexibility where reasonably possible, but availability during UK hours is a genuine requirement for this role.

Visas: We may be able to support visa applications in some instances for this role, though individual eligibility is not within our control.

Benefits

Our benefits include:

• 5 weeks of PTO recommended per year, plus public holidays
• 12 weeks of paid parental leave that can be taken prior to birth or adoption and during the first year, with the option to take additional unpaid leave
• Employer pension or matching 401(k) contribution up to 4% of your salary
• Health insurance for employees residing in countries without nationalized healthcare
• An annual reimbursement fund of $5,000 for productivity and professional development
• An annual reimbursement fund of $5,000 for mental health support
• An annual reimbursement fund of $2,500 for equipment and office supplies
• A friendly, open work culture that encourages feedback and close collaboration, and a team that appreciates the contributions of all team members

Diversity

We aim to employ people with many different experiences, perspectives, and backgrounds who share our mission. We are committed to creating an environment where all employees have the opportunity to succeed, regardless of their race, religion, disability, national origin, gender, or sexual orientation.

Requests for accommodation

If you need assistance or an accommodation due to a disability or incompatible assistive technology, please contact hiring@law-ai.org to request reasonable accommodations.