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Executive Assistant



United States
Posted on Thursday, June 13, 2024

About the role:

VoteAmerica seeks an experienced, senior-level Executive Assistant to provide critical high-level administrative and special projects support to our founder and CEO. This role is pivotal in ensuring the smooth operation of the organization and facilitating effective collaboration and communication both internally and externally. The ideal candidate will be organized, proactive, reliable, and adaptable, with a strong ability to multitask and prioritize tasks in a fast-paced environment. As the Executive Assistant, you will play a crucial role in supporting VoteAmerica’s mission to simplify political engagement, increase voter turnout, and strengthen American democracy.

Your day-to-day responsibilities:

  • Report directly to the CEO and maintain a close working relationship to support her daily activities and priorities.
  • Protect and efficiently manage the CEO's time and calendar, including using strategic discretion to schedule meetings, appointments, and travel arrangements.
  • Coordinate and prepare materials for internal and external meetings, ensuring the CEO is well-prepared and briefed on relevant information and background.
  • Handle incoming communications, including emails, phone calls, and other correspondence, and respond or redirect as necessary.
  • Assist in drafting, editing, and proofreading notes, documents, presentations, proposals, and reports for internal and external distribution.
  • Serve as a liaison between the CEO and internal teams, external partners, donors, and stakeholders, ensuring effective communication and management of follow-up action items.
  • Conduct research and gather information as needed to support the CEO's decision-making processes.
  • Manage special projects and initiatives as assigned by the CEO, taking ownership from inception to completion.
  • Collaborate closely with VoteAmerica fundraisers on leveraging the CEO’s time and unique insights to raise money for the organization and coordinating on donor management.
  • Maintain 100% confidentiality and discretion in handling sensitive information and matters, particularly regarding donor privacy.
  • Review and facilitate the execution of legal contracts or agreements between VoteAmerica and external parties.
  • Assist with team-wide organizational operational needs such as expense reimbursements, travel arrangements, and other important administrative and planning tasks.
  • Help the CEO prioritize daily, weekly, and monthly projects and tasks.
  • Serve as a proxy in internal or external meetings, when needed.

You’ll succeed in this role if you're:

  • Highly organized, thorough, and detail-oriented, with the ability to manage multiple tasks and deadlines effectively.
  • A hardworking, proactive problem-solver who can anticipate needs and take initiative to address them.
  • An excellent communicator with strong interpersonal skills, both written and verbal.
  • Tech-savvy with proficiency in tools like GSuite, Slack, and Hubspot, with the ability to quickly learn new tools and software.
  • Talented at "managing up" and supporting busy executives with time management and prioritization.
  • Discreet and trustworthy, with a high level of integrity and professionalism.
  • Passionate about democracy and voting rights, with a commitment to making a positive impact.
  • Flexible and adaptable to changing priorities and requirements.
  • Skilled at project management.

Your skills and experience:

  • 5+ years of experience minimum providing executive-level support, preferably to a CEO or senior executive.
  • Bachelor's degree or equivalent experience preferred.
  • Proficiency in managing calendars, scheduling, and travel arrangements.
  • Experience facilitating the execution of contracts.
  • Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
  • Experience working in a fast-paced, dynamic environment.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Permission to live and work in the United States.

Bonus points if you:

  • Have a background or interest in social impact, democracy, or voting rights.
  • Have supported an executive remotely.
  • Have planned (and enjoyed planning!) team retreats for remote organizations.
  • Enjoy contributing strategically at the leadership level, particularly in regards to operational excellence and culture.
  • Demonstrably understand — or have experience in — non-profit fundraising.
  • Care deeply about working with, within, and on behalf of women, BIPOC, low-income, and LGBT communities.

Some perks of working with us:

  • Family-friendly policies: we have flexible work hours, so if you need to take 3-5pm off every day for after school snacks & homework time, that’s fine. We’ll also cover childcare and pet care expenses that you incur if we require you to travel.
  • Delightful colleagues: We are a fun group over here and we're as kind as we are funny & effective.
  • Short commute: We all work from home and it is just the best.
  • Excellent medical coverage: Full health, dental and vision for employees as well as generous employer subsidies for dependents.
  • Generous time off: up to 30 accrued PTO days and 9 accrued sick days per year.
  • Retirement plans: We offer a regular 401k & Roth 401k because we want you to retire one day, preferably after decades of working at VoteAmerica.

How to apply and more details about the process:

  • Submit your resume as well as the answers to a couple of short questions.
  • We don't require a cover letter (because you don't want to write one and we don't want to read it), but we may ask for writing samples at some point in the process.
  • Applications are processed on a rolling basis, we will accept them until the role is filled. We are, however, looking to fill this role ASAP, so you should apply as soon as you can.
  • Candidates with lived experience of or connections to marginalized communities are strongly encouraged to apply.

VoteAmerica is an equal opportunity employer. This means that we don't discriminate against people because of their race, ethnicity, sex, age, religion, national origin, marital status, pregnancy, personal appearance, veteran status, disability, sexual orientation, gender identity or expression, family responsibilities, matriculation, genetic information, or political affiliation.