Senior Executive Assistant

Overview

State Voices is a national network – built from the states up – that helps grassroots organizations win civic engagement victories and build long-term political power. Since 2008, we’ve been employing the principles of collective impact, building the capacity of partners with data analysis and shared resources, and strengthening our democracy by amplifying the voices of marginalized communities.

State Voices sustains a dynamic ecosystem of 25 state tables and organizations in every state, comprising over 1,200 partner organizations. We provide the organizations in our network with the data, tools, and support they need to help create a healthy and thriving democracy through a racial equity lens. We advance this work through three national programs: Civic Engagement (voter education, registration and turnout, issue advocacy, and constituency engagement), Civic Access (voting rights and election administration), and Civic Representation (census and redistricting).

It’s our collective duty to end the systemic, relentless disenfranchisement targeting Black, Indigenous, Latinx, AAPI, and all communities of color, young adults, LGBTQ people, women, low-income, and all oppressed people. That’s why State Voices works year-round to create a more accessible, inclusive, and representative democracy.

Position Overview:

State Voices is creating a new Senior Executive Assistant position to support the President & Chief Executive Officer and Chief of Staff. This position will report to the Chief of Staff and work with them to empower our President & CEO (one person) and our organization for growth. The ideal candidate must be a proactive self-starter who is an exceptional communicator, exceedingly well organized, flexible, and enjoys the administrative challenges of supporting a remote and in-person organization. They must be able to interact with staff (at all levels), as well as members of the Board of Directors in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.

The person in this position is responsible for handling a wide range of administrative and executive support-related tasks and must be able to work independently with moderate supervision and be able to exercise sound judgment. This person should be able to adapt to changing situations while consistently centering State Voices’ goals and values. Even in moments of stress, the person in this role should be able to both advance their work and understand and model that relationships are central to how we operate.

In addition to administrative-related tasks, the Senior Executive Assistant will have the unique opportunity to work closely with the President & CEO and Chief of Staff to learn how State Voices functions and engage strategically with different departments. The person in this position could manage other people in the future.

Primary Functions:

Executive Team Management

• Ensure executives are on time and well-prepared for meetings, calls, events, and travel.
• Anticipate needs and resolve issues proactively.
• Remove obstacles to keep the team focused on strategic initiatives.

Calendar and Schedule Management

• Responsible for heavy calendar management, requiring interaction with both internal and external stakeholders
  • Provide administrative support, which includes scheduling, preparing the C-Level Executive for critical internal and external meetings, and owning special projects as requested
  • Scheduling both virtual and in-person meetings and events with multiple stakeholders, including internal team meetings, webinars for external audiences, and meetings with coalition partners, members of the press, legislators, etc., depending on the specific role.
  • Tracking meeting requests and working with the Chief of Staff to prioritize and delegate meetings as necessary.
• Work closely with the Executive Assistant team to align schedules cohesively across the C Suite.
• Ensure Executives and team follow through on commitments and tasks.
• Prepare for and attend meetings to review schedules and priorities.

Administrative Support

• Support the Office of the President with various meetings, including agenda and materials distribution, and any other tasks as assigned.
• Provide administrative and office support, including document and spreadsheet creation, and correspondence preparation – ensuring professionalism and accuracy.
• Take comprehensive and concise notes and ensure follow-through on meeting action items.
• Manage receipts, expenses, and reimbursements.
• Prepare presentations and reports for internal and external meetings.
• Handle errands, online payments, mail, shipping, and document management.
• Maintain confidentiality when handling sensitive or non-routine information.
• Act as a gatekeeper for the President & CEO, and Chief of Staff by making judgment calls on their behalf.

Travel and Event Planning

• For the President & CEO and Chief of Staff:
  • Make travel arrangements, including scheduling reservations, accommodations, and transportation.
  • Plan, manage, and support travel-related logistics for events, conferences, and speaking engagements

Email and Communication Management

• Manage email traffic for the President & CEO, including screening, drafting responses, deleting, labeling, and archiving emails.
• Ensure that requests for action or information are relayed to the appropriate staff member.
• Represent the C-level and organization professionally and congenially in person, in telephone conversations, in virtual meetings, and in written correspondence.
• Maintain communication with employees, liaising between the President & CEO and internal/external stakeholders.
• Manage calls and messages and maintain contact lists.

Project and Task Management

• Prioritize and manage multiple projects simultaneously, following through promptly.
• Assist in planning, maintaining documentation, and tracking the progress of projects.
• Support the President & CEO and Chief of Staff to ensure smooth daily operations.
• Support task progression in various projects for the Executive Team

Culture and Team Engagement

• Embody and promote organizational values in all interactions.
• Develop rapport and maintain relationships with key leadership contacts (e.g., Board members, partners, vendors).

Miscellaneous Responsibilities

• Handle special projects and other duties as assigned.

Requirements:

The ideal candidate will possess many, if not all, of the following qualifications:

• At least 8 years of experience in an administrative or support role and at least 4 years in supporting a C-level executive in a fast-paced environment with competing priorities are required. Experience in an issue advocacy organization, political campaign, or some other mission-driven organization is preferred but not required.
• Although this role is primarily remote, the Senior Executive Assistant is expected to be in office at least once a week.
• Experience with document management, especially Google docs, as well as technology including Slack, Zoom, and proficiency in Microsoft Word, Excel, PowerPoint, Google Suite
• Proven ability to manage and execute complex projects from initiation to completion, with strong organizational, time management, and problem-solving skills.
• Demonstrated commitment to integrating racial and gender equity principles and track record of success working with communities of color, women, low-income people, LGBTQIA+ individuals, and other historically marginalized communities
• Someone who is highly organized, has excellent systems and is excited to help others get and stay organized.
• Meticulous time management and organizational skills with the ability to prioritize effectively
• Flexible team player – willing to adapt to changes with a positive attitude
• Proactive problem solver with the ability to see and address issues before they occur
• Ability to maintain professionalism, calm and friendly demeanor, and confidentiality at all times
• Demonstrated ability to bring strategic thinking skills, anticipating problems with proactive problem-solving abilities, and a systems-oriented work style
• A highly meticulous individual who ensures no detail is overlooked and everything is completed to the highest standard.
• Embrace technology as an enabler to help you get your job done and to collaborate in a culture that promotes a passion for technology.
• Relationship-oriented and exceptional interpersonal communication skills

Nice to Haves:

• Understanding and experience with year-round civic engagement tactics and strategies, including the role of data and tools in supporting programs
• Experience working with project management software (Asana, Monday, etc)

Compensation: The salary range for this full-time position is $85,000-$105,000 commensurate with experience, and includes a generous benefits package of: health, dental, and life insurance; paid vacation and sick leave; 401k and match; FSA funds; summer Fridays; monthly wellness day; mid-year break; 2-week closure for winter holidays; and allocated professional development funds.

Location: State Voices is headquartered in Washington, DC.

State Voices is an equal opportunity employer. Qualified individuals are encouraged to apply without regard to race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.