Executive Assistant

Job Description

 About the Role

All Voting Is Local (“All Voting”) seeks a dynamic, proactive and engaged Executive Assistant to provide administrative leadership and support to our Senior Leadership Team (SLT), including multiple Executive Vice Presidents (EVPs) and other members of the SLT. This role will serve as a crucial bridge builder, increasing connectivity across departments and building capacity for the organization’s core leadership team. All Voting and its affiliate organization, All Voting is Local Action ("AVL Action"), are leaders in the nonpartisan fight to protect our democracy by expanding access to the ballot at the state and local level. This role is a unique opportunity to observe the inner workings of a dynamic organization and directly support a diverse set of leaders in a critical moment. 

The Executive Assistant will report to the Senior Executive Assistant and sit within the organization’s Executive Office. This is a hybrid role based in the Washington D.C. area, with an in office expectation of two days per week. 

About You

The ideal candidate thrives in a fast-paced, campaign-like environment and is excited to join our energetic team of individuals who are passionate about ensuring the right to vote for all Americans. You are a problem solver, creative thinker, and team player. You have experience providing excellent administrative support to multiple stakeholders, balancing competing priorities, and executing complex projects. You are flexible, open to learn, and can easily adapt your support style to meet the needs of different stakeholders. You enjoy building systems and roadmaps and can take ambiguity and make concrete and tailored plans. You take initiative, and above all, love details and delivering buttoned-up plans. 

About Us

At All Voting is Local, our north star is a democracy that brings people in, instead of one built on the notion that people should be kept out—bold by design because we aim to transform the systems that govern our democracy to include everyone. This commitment to building an inclusive, accessible, and equitable democracy drives both our long-term vision and our day-to-day work.

All Voting works year-round with our partners to prevent partisan interference in our elections, advance fair and inclusive rules on voter registration, and remove barriers that make it more difficult for people to vote – particularly for Black, Brown, Native American, and other historically marginalized communities. As a multi-state organization with a national presence and resources, we build connections between state and national advocacy groups so that local voices and perspectives inform the national conversation around voter access. 

All Voting’s (c)4 affiliate, AVL Action, advocates for policies and legislative priorities that expand voter access and prevent partisan interference in our elections.

All Voting and AVL Action are on the ground in Arizona, Florida, Georgia, Michigan, Nevada, Ohio, Pennsylvania, and Wisconsin. During the 2024 cycle, All Voting programs expanded access for over 13 million voters.

Our Executive Office team is a diverse group of professionals dedicated to furthering and finding joy in All Voting’s work. We are passionate about working collaboratively, celebrating each other's wins and growing as a team.   

Duties & Responsibilities

Core Role Responsibilities

• Serve as a bridge between the various teams at All Voting, providing high-impact administrative support for members of the Senior Leadership Team (SLT), both individually and as a whole.
• Coordinate and manage calendars; schedule meetings: troubleshoot conflicts; make decisions based on the understanding of needs and priorities; proactively communicate with the Executive Vice Presidents (EVPs) and remove scheduling obstacles as they arise; track upcoming deadlines and events
• Provide detailed administrative support, including handling travel arrangements, reconciling monthly expenses for the SLT, recording departmental expenses and expense reports, and tracking administrative tasks and projects. 
• Prioritize conflicting needs; proactively manage projects and initiatives, and follow through on projects to successful completion, often with deadline pressures.
• Prepare for meetings: draft and distribute agendas; ensure participants have necessary materials in advance of the meeting; conduct research and prepare briefing memos; coordinate with internal and/or external partners; set up and maintain technology and/or space needs.
• Attend meetings, as needed: take notes; track follow up on items post-meeting;  develop and manage a system for maintaining, tracking, and updating documents, minutes, files, folders, etc. 
• Manage a range of projects in collaboration with other staff throughout the respective EVP’s departments and throughout the organization, and exercise discretion & independent judgment regarding the course of action for completion of the work.
• Draft and finalize correspondences, presentations, and documents; ensure distribution to appropriate parties; follow up on responses accordingly.
• Liaise with All Voting team members, as necessary, on communication, follow-up, and other applicable projects, initiatives, and deliverables.

Office Management

• Provide on-site support for the office management of the DC office: identify and partner with vendors, as necessary; ensure the office is equipped and maintained to ensure efficient and effective operations; collect, process, and distribute mail.
• Provide on-site support for in-person meetings (e.g. annual Boards meetings in DC).
• Special projects, as needed.

Minimum Requirements:

• 3+ years of experience in providing executive administrative and/or project support
• Excellent attention to detail and time management ability
• Exercises a high degree of confidentiality and discretion, professionalism, integrity, and ethics.
• Strong skills in the following:
  • Project Management: tracking, driving, reporting, and engaging the necessary stakeholders, tools, resources, and information to produce desired results; ability to move nimbly among a variety of projects with varying timelines
  • Communications: written, verbal, and listening; managing expectations; understanding who are the key stakeholders; curious, asks questions early; anticipates obstacles and proactively considers alternative solutions.
  • Technology: Microsoft Suite (Word, Excel, PowerPoint); Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, Drive); Zoom, Project management & communication tools (Asana, Slack)  
• Strong judgment and decision-making skills with the ability to escalate concerns/challenges appropriately and in a timely manner.
• Proactive problem solver and enjoys troubleshooting and surfacing creative solutions to achieve desired outcomes.
• Outstanding team player; is inclusive, highly collaborative, proactively seeks and provides thought partnership, assistance, and/or resources with/to colleagues.
• Ability to travel to attend organizational retreats, functions, and events and work on-site at All Voting’s Washington, DC office; may require occasional evening and weekend working hours during critical and/or peak periods.

Desired Qualifications:

• Experience providing administrative and logistical support to multiple principals at once.
• Experience working with All Voting’s preferred technology platforms (Asana, Google Suite, Slack, Zoom).
• Experience working in a non-profit advocacy organization.
• Experience working in Voting Rights.

Powered by JazzHR