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We're Hiring! Administrative Assistant

Earth Species Project

Earth Species Project

Berkeley, CA, USA
Posted on Thursday, July 11, 2024

Full-time & Remote

Ever wondered what the meaning is in the songs of whales, in the chirping of the birds in your garden, or in the ultrasonic communications of bats? You’re not alone…

Earth Species Project (ESP) is a non-profit research lab and impact organization dedicated to using AI to solve these questions. We believe the exponential progress we’re seeing in AI offers new ways of looking at the world and expanding the ability of human beings to learn from other species. Our hope is that this will make a significant contribution to altering human perspective on how we relate to the rest of nature.

ESP partners with biologists and machine learning researchers at leading universities and institutions around the world, and we are honored to be supported by many forward-looking philanthropists and groups, including the Paul G Allen Family Foundation and the National Geographic Society.

As the ability of AI to generate fluent human communication has advanced, so too has the public and scientific interest in what the potential of this technology might be for the animal domain. ESP’s work has been widely featured in the mainstream and scientific press over the past three years, from The Guardian to the New York Times, TIME magazine, Science, Scientific American, WIRED and the Financial Times.

Purpose of Role

Under the supervision of the Executive Assistant to the CEO and Executive Assistant to the President, this role will perform a wide variety of complex administrative assistant duties and research to support office operations; relieves the Executive Assistants of administrative and clerical detail; coordinates and organizes a wide array of meetings & speaking engagements; assists in a variety of detailed record keeping activities; serves as a resource for moving tasks forward to completion; coordinates flow of communication and information; coordinates special events and projects as required.


The following duties are examples of assignments and not a comprehensive list of duties:

  • Compiles and prepares comprehensive briefs and other required information for meetings, workshops and speaking events;
  • Inputs data into various programs, and ensures the information is tagged appropriately for follow-up action, looking for efficiencies in how we collect and manage information;
  • Coordinates the flow of communication and information related to assigned duties and organization-wide projects;
  • Coordinates, schedules and takes notes and actions at a variety of meetings;
  • Coordinates travel and expenses for the CEO & President, creating travel itineraries and making sure everything has been considered;
  • Manages tasks related to projects across the organization as assigned;
  • Exercises independent judgement in resolving a variety of complex and non-routine issues;
  • Provides research/background support in various subject matters;
  • Effectively uses software application programs and information and data management systems;
  • Maintains confidentiality of privileged and sensitive information.


  • Experience with Asana, Hubspot, Slack, and Google Suite. Knowledge of, or ability to become expert users of these programs is essential;
  • Experience in preparing reports, summaries, and presentations, is essential;
  • Desire to grow into the role, taking on more responsibility over time, is essential;
  • Has a go-getter attitude, with the willingness to seek out answers, look in all available places, and make the best decision available (which may be to ask for help);
  • Has and implements interpersonal and emotional intelligence skills as necessary for working in a remote environment;
  • Experience with business writing, editing and proofreading, is desirable;
  • Experience with project management is desirable.

You will be able to:

  • Perform tasks using critical and independent judgement;
  • Communicate effectively in both oral and written form;
  • Prepare comprehensive briefs and summaries;
  • Follow a system to ensure actions are followed-up with;
  • Assist others to identify information needs, secure relevant information, analyze alternatives, and select appropriate method to deliver information;
  • Work independently under minimum supervision, after a period of training;
  • Establish and maintain cooperative and effective working relationships with others;
  • Meet assigned schedules and timelines.


  • A passion for the natural world and excited by the prospect of using technology to decode communication of other species;
  • Good communicator, writer, and listener;
  • Flexible, adaptable team player who enjoys collaboration and working with others;
  • Openness to feedback, willingness to learn, and curiosity;
  • Comfort with ambiguity and creativity in your approach to problem solving;
  • Have a go-getter attitude, with the willingness to seek out answers, look in all available places, and make the best decision available (which may be to ask for help)

We are fully remote team, and you can be located anywhere in the world, but will ideally be willing to work during some U.S. Pacific Time working hours, with expectations to occasionally participate in virtual meetings outside your typical working hours. Additionally, you must have the willingness to travel internationally (<20%) for events and in-person team gatherings.


  • 75,000-90,000 USD depending on experience
  • Medical insurance, dental insurance, and vision insurance - ESP covers 100% of the premium
  • 401k plan with match (if based in the United States)
  • 2,000 USD home office stipend
  • Unlimited paid time off, with a recommended minimum of three weeks per year
  • Flexible working hours
  • Regular team retreats around the world

At Earth Species Project is a fully remote team, we strive to create a culture where all can thrive and be our authentic selves is essential to our mission. We believe our success depends on our diversity and fostering an inclusive environment that supports creativity and innovation. As an organization, we are committed to promoting equity and belonging in our work.

We are committed to equal employment opportunities regardless of race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, marital status, ancestry, national origin, genetics, disability, age, veteran status, and criminal history, consistent with legal requirements. We encourage folks of all backgrounds and perspectives to apply.

If you require any accommodations, please email us at jobs@earthspecies.org, and we’ll work with you to meet your accessibility needs.

Please submit your application as soon as possible by clicking the link below. Applications are reviewed on a rolling basis, but we encourage you to apply before July 26, 2024 for consideration. The position will remain posted on Earth Species Project’s website until it is filled.

Apply here