Executive Assistant

Overview

Convergent Research is a non-profit science studio best known for pioneering the Focused Research Organization (FRO). We architect pivotal infrastructure that removes bottlenecks to breakthrough scientific research.

FROs are a new operating model for science that ensures rapid iteration cycles and high-throughput learning. Convergent secures funding and provides an operational backbone for counterfactual R&D, creating space for scientists to do what they do best. FRO teams are agile, creative, and risk-tolerant as a result. They make fast progress because they start and stay focused.

That’s where you come in. We’re looking for a sharp, proactive Executive Assistant to provide high-level support to our CEO and COO. You’ll keep the gears turning so that our leadership can focus on growing Convergent’s impact. We’d like to think of this as a very special EA role optimizing for two things: experience and automation. We’ll work together to figure out how to create a streamlined experience for our executive team, making sure that their brains stay focused on the strategic priorities of the company rather than immediate problem solving. Additionally, we’re happy to automate away all parts of that that AI or outsourced help can do! You’ll be in charge of being forward thinking and constantly playing with GPT and APIs.

If you’re someone who thrives in a fast-paced environment, anticipates needs before they arise, and enjoys being the steady hand behind the scenes, we’d love to hear from you.

You are (skills):

• • A proactive problem solver. You don’t just put out fires—you see the smoke before it starts. Whether it’s tweaking a process to keep things moving, spotting a scheduling clash before it becomes an issue, or coming up with a clever fix on the fly, you’re always a step ahead.
  • Comfortable with ambiguity. Plans change. Priorities shift. It’s not always clear what the next month—or week—or day looks like. You’re ready to ask the right questions, adapt, and keep things moving.
  • Fast paced. Be quick, don’t hurry. Aside from being a great John Wooden quote, it’s also life at Convergent Research. You move with urgency but don’t cut corners.
  • Efficiency enthusiast. You’re the first to dive into new tools—AI, automation, project management systems—and maybe even help the team get up to speed. You’re always hunting for smarter, faster ways to work; maximizing our existing tools, consolidating down to the best tool, and/or creating integrations.
  • Highly organized. You keep track of multiple moving pieces without dropping the ball.
  • Skilled at saying no. You’ll be the gatekeeper of our executives’ time—able to prioritize, set boundaries, and make people feel heard, even when the answer is no.
  • An excellent pen pal. You’ll be communicating with internal and external people frequently and both parties should love it. You’re friendly, engaging, and a clear communicator.
  • Empathetic (but not to a fault). We’re all human and you’re very aware of that. You’ll work with people as individuals to try to understand their needs and find the best possible solutions for everyone.
  • A great juggler. Startups move at a fast pace and you are able to change priorities and handle multiple tasks at once without blinking. Actual juggling is always a plus.

You will (duties):

• • Own the calendar, create the space. Own and optimize a fast-moving, ever-changing schedule—making sure the right meetings happen at the right time, and the most important priorities get the focus they deserve. You’ll be deep in Google Calendar at first, but always thinking ahead: streamlining scheduling, handling logistics, and finding smart ways (tools, systems, or outsourcing) to free up time and mental space for the executive team.
  • Be the gatekeeper. Handle communication with internal and external stakeholders, answer emails, and keep everything flowing smoothly.
  • Home base HQ. From dentist appointments to leaky faucets, you’re the go-to for keeping life organized behind the scenes—handling household logistics so our execs can stay in their zone of genius.
  • Keep us organized and on point. Submit timely expense reports, maintain tidy systems in Google Drive and Notion, and ensure meetings are efficient and well-prepared—from agendas and materials to clear notes and follow-ups. You’ll help the team stay focused and ready for what’s next.
  • Travel like a pro. Plan seamless domestic and international trips down to the last detail. One of our executives – we won’t share here which – is likely to drag their suitcase all the way through major international cities unless you suggest where and when they should store their bag. The other insists on using the same 3 apps for all their travel, and then can’t figure out how to check in when flying a different airline. You’ll learn all this and more – hopefully it’s fun to create custom travel experiences! But, you don’t have to do it on your own. Learn when you can outsource it to partners or just make it really easy for our execs to make decisions on their own.
  • Run the Board meeting playbook. Schedule board meetings like a pro—coordinating calendars, locking in dates, and making sure everything runs smoothly from invites to follow-ups.
  • Keep the CRM tight. Stay on top of contacts, relationships, and follow-ups in the CRM—because knowing the right people is half the battle. Make sure data is clean, up-to-date, and actually useful.
  • Work smarter, not harder. Leverage tools and automation to keep processes running efficiently—whether it’s setting up workflows, auto-scheduling reminders, or finding new ways to make things easier and faster. Turns out, we want all of our meeting notes saved in a particular format – is there an automation for that?

In 6 months you will:

• • Learn and absorb information like a sponge! You will figure out what we do and how we function to help you understand the importance of your work.
  • Become the primary point of contact for our executive team. All scheduling requests and introductions will go through you.
  • Have automated away at least 5 hours/week of work. This could be for you, the execs or the team as a whole. We have a couple of ideas of where to start, but we’re curious to hear from you.