We're looking for an Operations & Executive Associate to be the 'right hand' to our leadership team. By mastering the details and supporting our daily operations, you'll be the essential catalyst that allows our team to stay laser-focused on the big picture.
About CeSIA
CeSIA is an independent think tank and center of expertise dedicated to preventing major AI risks by equipping institutions with the insights and coalitions to govern AI. We engage the highest levels of AI governance, advising decision-makers across France, the EU, and multilateral institutions.
The role
You will provide operational and executive support to the team. Your role will be to structure and manage the back office, ensure the reliability of our HR and financial processes, and facilitate the day-to-day operations of management.
It is an execution-oriented position requiring rigor and organization, with real autonomy on subjects that have a direct impact on the organization's growth.
Missions
You may be required to manage or participate in the following tasks:
Administration & tools
- Be the first point of contact with our administrative service providers.
- Manage access to team tools.
- Provide ad-hoc operational support for a variety of tasks (equipment purchases, etc.).
Finance & Accounting
- Coordinate the implementation of an accounting service/tool and serve as the main point of contact.
- Establish and maintain a budget monitoring tool that allows us to do projections.
- Organize expense receipts and administrative documents.
- Contribute to tax returns and annual financial statements.
HR & contracts
- Draft employment contracts and amendments using our templates.
- Manage entries, updates, and exits in Payfit.
- Prepare the end-of-contract documents (certificate of employment, final pay statement, etc.).
Recruitment
- Source candidates for our future recruitments (LinkedIn, networking, targeted outreach).
- Coordinate interviews and contribute to the logistics of the end-to-end process.
Calendar management & communication
- Manage the executive's calendars: schedule appointments, audit recurring meetings, send reminders.
- Draft emails on behalf of management, respond to inquiries, and follow up.
- Take notes during some meetings and produce a summary report.
Logistics & travel
- Organize the travel arrangements for the team.
- Coordinate event logistics.
Who we're looking for
Hard requirements
- Rigour and reliability: you are the person we can count on without checking twice.
- Resourceful and independent: you find solutions without waiting for guidance, and aren't afraid to juggle a wide variety of tasks.
- Good writing skills in French and English.
- Flexibility: we are a small structure, priorities shift and roles adapt.
Nice to have
- Comfortable with French administrative processes: basic labor law, HR documents.
- Experience in a start-up or non-profit.
- Familiarity with Notion, Slack, Google Workspace.
- Interest in AI safety (without being a technical expert).
What we offer
- A role with real responsibilities from day one, in a high-impact organization.
- A committed, international team with a rare level of ambition.
- An important mission: contributing to the safe deployment of AI on a global scale.
- Offices in Paris, remote work possible.
Practicalities
- Contract: Full-time. You will work primarily with Florent Berthet, our Director of Operations.
- Location: Remote, or in our Paris office if you'd rather work on-site.
- Compensation: €40,000–€48,000 gross annual based on profile and experience, with adjustment possible based on location.
- Start date: As soon as possible.
The process typically includes a short screening interview, a paid work task (2–4 hours), an in-depth interview, and potentially a paid 2–5 day work trial.
Reach out to Florent Berthet (florent@cesia.org) if you have any questions.
Applications close May 22, 2026.