Executive Assistant (EA) to the Executive Director (ED)

ABOUT EVERYBODY VOTES CAMPAIGN

Everybody Votes Campaign (EVC) is a national non-partisan, not-for-profit hiring staff for a large-scale coordinated civic engagement campaign active through the 2024 election cycle. The campaign aims to create a more representative democracy by registering millions of underrepresented voters across the country. This effort focuses on voter registration in a targeted fashion by conducting at-scale, effective, efficient, metrics-driven registration work. Through this work, we seek to fundamentally change the make-up of the electorate and to increase the political power of traditionally underrepresented communities in our democracy. 

We directly fund organizations who execute voter registration and run quality control operations. We are dedicated to being active participants with the organizations to ensure their programs are effective and promote an investment in the future of emerging communities.

ABOUT THE OPPORTUNITY

The campaign seeks an experienced staffer to work under the Executive Director by serving as the Executive Assistant. The role will support the Executive Director through email and calendar management, meeting support, light project management, and other assorted administrative responsibilities.  The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will often have to be self-directed in the work, can easily pick up tasks and move them forward with minimal oversight, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 

WHAT YOU WILL DO IN YOUR ROLE

Executive Support

• Completes a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel;

• Owns and manages the schedule and inbox of the Executive Director, including working with internal team members and external partners to make and schedule appointments. This might include supporting the process of scheduling large team meetings or group meetings across the organization;

• Support meetings by taking notes, synthesizing information gathered, and managing administrative elements of meeting next steps and follow up;

• Lead in follow up from meetings, ensuring action items and next steps get captured on relevant agendas on behalf of the Executive Director;

• Assist in the coordination and creation of agendas, soliciting information from internal and external stakeholders seeking to meet with the Executive Director. 

• Work closely and effectively with the Executive Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately;

Board and Donor Management 

• Serve as the Executive Director’s administrative liaison to the Board of Directors and organizational donors. 

• Assist with scheduling calls and meetings for the board and donors, owning the process of coordinating to ensure meetings are held and calendar invites are sent. 

• Maintains discretion and confidentiality in relationships with all board members and donors. 

• Work with the Chief of Staff and Executive Director to ensure compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic format. 

CORE COMPETENCIES

• Growth mindset: demonstrated ability to take and receive feedback with professionalism and grace from peers and staff as well as supervisors

• Relentlessly goal-oriented: enjoys working toward and achieving ambitious goals; willing to go over, under, around, or through any obstacle that gets in the way of meeting goals with a proven track record of creating and executing/managing comprehensive strategic goals

• Cultural competency: able to build relationships and collaborate with colleagues, partners, and stakeholders across multiple lines of identity difference

• Keeps Calm in Stressful Situations: demonstrated capacity and willingness to work long hours during peak season, rolling up their sleeves and getting the work done

REQUIREMENTS FOR THIS ROLE

• Manages a high volume of work with efficiency: Has, or can create, a system for keeping tasks from slipping through the cracks. Able to juggle competing demands and prioritize without sacrificing quality. Plans backwards to make deadlines. Asks for help when needed. 

• Attention to detail: Notices and fixes errors that others might overlook. Acknowledges mistakes and turns them into learning opportunities. Has a track record of leaving things better than they found them.

• Strong sense of ownership and resilience: Plans ahead and finds alternative paths, when needed, to get to the finish line. Bounces back from setbacks and rejections. Holds a high bar even when things are hectic.
  
  

• Produces compelling written and digital materials: Aims for accuracy and attention to detail. Can learn, internalize, and incorporate our “voice†across platforms. Organizes and shares information effectively — whether writing an internal email or delivering a presentation.
  
  

• Entrepreneurial and resourceful: Consistently overcomes challenges and leverages resources to creatively solve problems. Proposes solutions to issues without much guidance (but isn’t afraid to ask questions). Proactively asks for help, anticipates problems, and course-corrects where needed.
  
  

• Trustworthiness and discretion: Deep understanding of the need of keeping highly confidential information in appropriate work streams. Follows through on commitments and ability to manage competing relationship responsibilities. 

Helpful but not required:

• Track record of expertly managing complex scheduling for a high level executive;

• Demonstrated success working in civic engagement or political space.

BENEFITS AND CULTURE

We offer flexible remote forward work, and a generous benefits package; including 100% cost coverage of employee health benefits, 401K with an automatic employer contribution regardless of employee contribution level, virtual therapy, stipend for ergonomic office set ups and generous vacation and leave policies.

All employees must be eligible to work lawfully within the United States upon the commencement of employment. The organization does not sponsor visa applications for prospective or current staff.

Salary Range: $83,000 to 96,500 

Our work is centered on creating a deeply inclusive and significantly more representative electorate. In order to be successful in this role, the candidate must have the cultural competence to successfully work with a diverse group of staff, partners and stakeholders. We especially strongly encourage applicants with close ties to Black, Latinx, Indigenous, non-English-speaking, disability, and LGBTQ+ communities to apply. We are proudly an Equal Opportunity Employer.