When We All Vote, an initiative of Civic Nation, seeks a Special Assistant to provide administrative support to the Executive Director, and help the When We All Vote senior team execute on a wide variety of administrative and confidential requests. The Special Assistant will coordinate and schedule meetings, organize travel and accommodations, facilitate communication on behalf of the Executive Director to internal and external stakeholders, and proactively anticipate needs in order to maximize the Executive Director's productivity and ability to lead effectively. This role requires a high level of integrity and discretion in handling confidential information, as well as professionalism in interacting with Civic Nation leadership, members of the Board of Directors, and external, high-profile stakeholders. This is a remote, short-term position that ends December 2024. Preference will be given to candidates residing in the Washington, D.C. area.
ABOUT WHEN WE ALL VOTE
When We All Vote is a leading national, nonpartisan initiative on a mission to change the culture around voting, increase participation in each and every election, and close the race and age voting gap. Created by Michelle Obama, When We All Vote brings together individuals, institutions, brands, and organizations to register new voters across the country and advance civic education for the entire family and voters of every age to build an informed and engaged electorate for today and generations to come. When We All Vote empowers supporters and volunteers to take action through voting, advocating for their rights, and holding their elected officials accountable.
ABOUT CIVIC NATION
Civic Nation is a nonprofit ecosystem for high-impact organizing and education initiatives working to build a more inclusive and equitable America. Civic Nation shifts culture, systems, and policy by bringing together individuals, grassroots organizers, industry leaders and influencers to tackle some of our nation's most pressing social challenges. Civic Nation is home to seven national initiatives and campaigns: ALL IN Campus Democracy Challenge, Change Collective, It's On Us, Online for All, SAVE On Student Debt, We The Action, and When We All Vote.
YOUR IMPACT
- Manage the Executive Director's inbox (as needed), calendar and scheduling, prepare correspondence and important memoranda, coordinate meeting logistics and travel, assist in developing and managing operational processes, and other duties as assigned.
- Manage multiple and concurrent assignments with efficiency, attention to detail, prioritization, and execution.
- Prioritize and carry out special projects and complex assignments as needed for both When We All Vote and Civic Nation, exercising frequent independent judgment, initiative and tact.
- Regularly interact with senior management, stakeholders, high-profile individuals, and other outside entities.
- Facilitate the hiring process of When We All Vote interns and assist in onboarding the incoming intern cohorts.
- Draft agendas, memos, and other documents as needed for the Executive Director and the When We All Vote team.
- Manage the calendar invitations for large-group and all-staff meetings.
- Take minutes for all meetings for the Executive Director and for organization-wide meetings.
YOUR EXPERIENCE
- 2+ years of administrative experience supporting a high-level or senior executive.
- Demonstrated experience supporting executives and high-profile individuals.
- Experience with calendar and time management skills, including the ability to coordinate complex executive meetings with multiple high-level stakeholders.
YOUR COMPETENCIES
- Ability to work independently while managing multiple projects and tasks of varying scope.
- Proficiency in Google Suite, Microsoft Word, Excel, and PowerPoint required; Proficiency in Adobe and related software a plus.
- Strong written and verbal communication skills.
- Excellent attention to detail and organizational skills.
- Ability to exercise a high level of discretion and maintain confidentiality.
- Ability to work cooperatively and collegially with others.
- Ability to think analytically, creatively, strategically and to have a big picture perspective.
SALARY & BENEFITS
The salary range for this position is $55,000 - $60,000 annually, commensurate with experience. Our comprehensive benefits plan includes 100% employer-paid health, dental, and vision insurance for employees, flexible paid time off, paid family & medical leave, access to a 401k plan, and more.
PROCESS TIMELINE
Candidates can expect the following hiring process and timeline (please note that this timeline may be subject to change):
- March 4 –March 8: First-Round Interviews
- March 11 - March 14: Second-Round Interviews
- Week of March 16: Hiring Decision announced
All candidates will be notified via email of the status of their application on or before the completion of the search.
TO APPLY
To apply, submit a cover letter and resume at this link. The cover letter, addressed to Kayla Smith, should be concise, compelling, and include why you would like to work for Civic Nation. Applications will be accepted on a rolling basis.
At Civic Nation, diversity, equity, and inclusion are directly aligned with the fundamental belief that people are inherently capable but often lack opportunity. We know that a diverse workforce allows us to see problems in more nuanced ways, creating the thought leadership needed to fulfill our mission and reach our goals. Civic Nation is an equal-opportunity employer and welcomes people from all backgrounds, experiences, abilities, and perspectives to apply.
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