Executive Operations Project Assistant

Description

States United Democracy Center, a nonpartisan organization dedicated to the rule of law and free, fair, and secure elections, is seeking a Project Assistant (Operations) to join its Operations team.

Job Overview:

The Project Assistant (Operations) will report to and principally support the Chief Operating Officer, while providing secondary support to other members of the Operations team, and the wider organization as needed. The Project Assistant (Operations) is an administrative-focused role primarily responsible for team and executive support, scheduling and calendaring, meeting preparation, and management of the Washington, D.C. office location.

Responsibilities:

• Perform all duties in accordance with States United’s values of integrity, inclusion, collaboration, innovation, and excellence.
• Provide a full range of administrative support for the COO and wider Operations team, including maintaining file systems, scheduling meetings, travel needs, and maintaining Outlook calendars.
• Prepare background materials, agendas, and memos for all COO meetings and activities.
• Take notes at meetings and assist COO with items requiring follow up.
• Maintain and update file systems for organizational and departmental documents.
• Data entry and receipt management for corporate credit cards and other processes.
• Create and utilize spreadsheet, graphic, and database software programs to assist in tracking programs, projects, and financial information.
• Create PowerPoint presentations and other materials as needed for Operations department.
• Collaborate with COO and others to manage all organizational events and activities hosted in the office or online.
• Maintain travel itineraries; assure that travel arrangements, security requirements, and administrative support are properly accomplished; coordinate all necessary forms.
• Assist in managing logistics and support for organizational retreats, in-person meetings, and other events for the Operations team.
• Format, proofread, and fact-check research, reports, and other materials.
• Serve as office manager for the Washington, DC office location, including coordinating access to office and conference spaces and keeping the office stocked and presentable.
• Manage organizational mail, including all incoming and outgoing mail/packages such as supplies, gifts, and other items.
• Manage and route incoming inquiries made via organization-wide email inboxes and phone.
• Ensure a strong communication flow among team members by playing a “go-between” role.
• Exercise good judgment in assessing priorities and working with confidential information.
• Manage multiple, competing, and dynamic requirements with efficiency, attention to prioritization, detail orientation, and execution.

Requirements

Minimum Requirements:

• Bachelor’s degree.
• Experience working in a public office, non-profit, advocacy organization, or similar environment.
• Knowledge of Microsoft office suite including use of excel.
• Ability to use sound judgment and discretion in order to work appropriately with confidential and/or sensitive information.
• Demonstrate strong critical thinking, problem-solving, research, and decision-making skills, and have outstanding attention to detail.
• Strong written and communications skills.
• Ability to work nimbly and collaboratively with colleagues across departments in a demanding and fast-paced environment.
• Display a positive attitude and demonstrate concern for people and community, self-confidence, common sense, good listening ability, and a collaborative attitude.
• Some evening and weekend work is required.
• Ability to commute to and work out of the Washington, D.C. office location as needed (on a weekly basis at minimum).
• Must be able to commit to a minimum of 10-15% travel time.

Preferred Qualifications:

• Exper…