State Policy Network
7.21

Lucy Burns Institute

Executive Assistant to the CEO and COO

  • Type: Full-Time
  • Disciplines: Board Members, CEOs, Operations
  • Location: Virtual
  • Application Deadline: July 14, 2021

Description

Ballotpedia is seeking to hire a full-time, remote Executive Assistant to partner with its CEO and COO in executing their day to day and project based work. This position will provide comprehensive support to Ballotpedia’s C-Suite executives including calendaring, scheduling, travel planning and booking, document review and drafting, and general executive-level administrative and project management support.

The Executive Assistant will play an integral role in coordinating across teams and departments to execute strategic and organizational projects under the CEO and COO’s umbrella, helping to fulfill the executives’ vision and direction for Ballotpedia’s mission and future growth of the organization.

The Executive Assistant will also be responsible for planning various recurring and ad-hoc executive-, board-, and department head-level meetings and event activities; ranging from short to multi-day meetings (both virtual and in person).

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. An ideal candidate has prior experience working in an executive assistant capacity for senior-level executives.

This is a great opportunity for someone who wants to learn and be a part of executive leadership operations for a growing nonprofit organization.

The position reports to the Director of Operations and is a part of the Operations team.

Responsibilities

As an Executive Assistant to the CEO and COO, you will:

  • Provide sophisticated calendar management for the CEO and COO and serve as a gatekeeper for their time; prioritize inquiries and requests while troubleshooting conflicts gracefully; make judgements and recommendations to ensure smooth day-to-day engagements. 
  • Work closely with the CEO and COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. 
  • Ensure that the CEO and COO are prepared for meetings and conferences, anticipating needs in advance and drafting and providing briefing materials and reminders. 
  • Book and optimize the CEO and COO’s travel and ensure that the CEO and COO are prepared for travel by developing, updating and sharing travel itineraries in advance of travel.
  • Complete a broad variety of administrative tasks that facilitate the CEO and COO’s ability to effectively lead the organization.
  • Execute special projects as assigned by the CEO and/or COO.
  • As needed, review, research, and draft correspondence and other documents and collect and provide analysis of information.
  • Review memos and other documents that the CEO and COO receive (internally and externally) and provide recommendations on next actions.
  • Manage, organize and submit the CEO and COO’s expense reports.
  • Schedule, coordinate and facilitate recurring and ad-hoc executive-level meetings (i.e., Department Head Team, Strategy Team and Board of Directors – both virtual and in-person), including setting up agendas, planning logistics and assisting with administrative follow-up and next action coordination.
  • Coordinate all meeting-related logistics and external and internal communications related to these meetings including travel, venue booking, catering, etc.
  • Attend multi-day, in-person meetings when required, about 4-6 times per year.

Qualifications

The ideal Executive Assistant to the CEO and COO will have:

  • A demonstrated passion for Ballotpedia’s mission.
  • A minimum of 2-3 years experience working in an executive assistant-type capacity for senior-level executive(s); C-Suite and/or virtual experience a plus.
  • Excellent judgment with ability to maintain a high level of integrity and discretion in handling confidential information.
  • Impeccable attention to detail, a love of logistics and organizing, and a passion for coordinating people and projects.
  • An appreciation for and dedication to providing exceptional customer service in addition to a high degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, external partners, and donors.
  • A minimum of 1-2 years event and/or meeting planning experience; nonprofit board meeting planning experience a plus, but not required.
  • A desire to work collaboratively with Ballotpedia staff from multiple departments.
  • Excellent written and verbal communication skills, including a good eye for copy-editing.
  • Ability to anticipate needs.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • A first-rate customer service mindset with a soft spot for hospitality and seamless experiences.

Environment

The Executive Assistant to the CEO and COO will work remotely from his or her home location. All Ballotpedia staff work remotely. To join Ballotpedia, you must have a computer with internet access. Ballotpedia uses Google Suite (Gmail, Google Calendar, Drive, and more), Slack, and Asana to accomplish our goals. Some familiarity with the Google Suite, Slack, and Asana are helpful.

Ballotpedia has a flexible work environment, BP Flex, in which every employee enjoys unlimited vacation and flexibility in scheduling. Each employee will be oriented to the principles of Ballotpedia’s flexible environment during new employee training.

Compensation

The pay range for the Executive Assistant to the CEO and COO is $45,000-$60,000, and will be commensurate with experience.

In addition to salary, Ballotpedia offers performance bonuses and a $7,000 annual benefits stipend, which can be used to pay for a full benefits package, including health, vision, and dental insurance; retirement accounts; and more. If benefits are not elected, the $7,000 stipend is treated as regular income and added to salary.

This job can be virtual.

How to apply

To apply, visit Ballotpedia’s Job Opportunities page and fill out the form.

Please attach the following in PDF format:

  • Résumé
  • Cover letter detailing your interest in Ballotpedia’s mission and this position

Please ensure that either your résumé or cover letter include your current address. Applications without addresses will not be accepted.

Lucy Burns Institute
Remote position