Executive Assistant

Summary

Join the Economic Security Project as an Executive Assistant, providing comprehensive administrative support to the President and Executive Director. Responsibilities include managing calendars, arranging travel, handling expenses, and preparing for public events and meetings. The ideal candidate possesses strong communication skills and experience supporting leaders in the political or social sector. This is a full-time, exempt, remote position within the U.S. offering a competitive salary and a comprehensive benefits package. The role requires expertise in executive support, event planning, and stakeholder communication. The organization values diversity and inclusion and offers opportunities for professional development.

Requirements

• Proven experience supporting high-level executives, ideally within political or nonprofit sectors, with a demonstrated ability to handle complex scheduling, travel arrangements, and expense management
• Expertise in coordinating and managing busy executive calendars, prioritizing engagements, and ensuring optimal time management for high-stakes meetings and events
• Strong background in managing and reconciling expenses, processing reimbursements, and maintaining organized and accessible filing systems for key documents, briefings, and agendas
• Experience in planning and prioritizing executive engagements, with insights on leveraging events and meetings for maximum impact. Background in liaising with event organizers to clarify objectives, agendas, and event logistics
• Skilled in researching stakeholders, donors, and key figures, and synthesizing information to prepare comprehensive briefing materials and talking points that align with the executive's strategic goals
• Familiarity with the political landscape, including experience preparing legislative or policy summaries to keep the executive well-informed on issues relevant to their mission
• Proven ability to serve as a primary contact for high-level stakeholders, handling communications with diplomacy and maintaining strong relationships across political offices, funding organizations, and partner institutions
• Skilled at drafting emails, correspondence, and talking points that reflect the executive’s voice, with excellent attention to detail and tone
• Capable of managing incoming communication, exercising discretion to prioritize critical matters, and supporting meeting needs through agenda preparation, note-taking, and tracking follow-up actions to ensure accountability

Responsibilities

• Coordinate and prioritize the calendars of the President as well as the Executive Director, scheduling meetings, appointments, and travel to ensure efficient time management
• Book flights, hotels, and ground transportation; create detailed itineraries; and ensure the preferences of the President and Executive Director are accommodated
• Track, report, and reconcile expenses for the President as well as the Executive Director, including managing reimbursements for travel, meals, and other business expenses
• Organize and maintain files, ensuring easy access to important documents like briefings, talking points, and agendas
• Help prioritize events for the President based on the organization’s goals, offering insights on the most impactful engagements
• Communicate with event planners to clarify agendas, understand the audience composition, and ensure strategic alignment for the President’s participation
• Prepare the President for events by researching attendees, funders, and key individuals, understanding their backgrounds, interests, and areas of influence
• Develop and edit talking points, summaries, and briefing documents in partnership with Communications to help the President engage effectively
• Research and analyze stakeholders, political figures, or key decision-makers to ensure the President is well-informed; coordinate with development to prep President for donor meetings
• Act as a point of contact for key stakeholders and maintain relationships with other political offices, funders, and organizational partners for the President and Executive Director
• Screen and prioritize incoming calls, emails, and requests, handling minor requests independently and ensuring only the most critical reach the President
• Draft and manage emails, letters, and other communications on behalf of the President, ensuring they reflect the President’s tone and message
• Prepare agendas for meetings when requested, take notes, and handle follow-up actions to ensure meeting goals are achieved and responsibilities are tracked

Preferred Qualifications

• Experience supporting a leader with a political or advocacy focus is highly preferred, bringing a strong understanding of the demands and sensitivities in a politically active environment
• Comfortable adapting quickly to changing priorities, managing urgent tasks, and handling confidential information with the utmost discretion
• Degree in Political Science, Communications, Public Policy, or a related field is preferred but not required

Benefits

• Medical, vision, dental insurance with premiums fully covered for employees and their dependents
• Worker’s Compensation
• Long and short term disability insurance
• Basic Life Insurance with a 50K maximum
• 401K with a 3% contribution upon start date; an additional 1% at year-end
• Full office closures for the week of July 4, and between December 25 and January 1
• PTO - 136 vacation hours, 80 sick leave hours, 9 standard holidays, 2 floating holidays, and 20 hours of volunteer leave
• 6-week paid sabbatical after 5 years of full-time service
• Connectivity and home office stipends, and wellness use bonuses (taxable)
• Annual professional development budget
• Organization-provided computer or $50/month bonus for employees who choose to use their own
• Access to commuter and flexible spending accounts