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Executive Assistant to the Co-Executive Directors

Reporting directly to one Co-Executive Director, with oversight by the other Co-Executive Director, the Confidential Assistant is responsible for helping our two Co-Executive Directors manage their time and activities; to successfully lead the organization, making them, and the Indivisible Project as a whole, more effective and efficient.


A successful candidate for this role will be a proactive, highly organized problem-solver with exceptional communication skills and an ability to anticipate the needs of the Co-Executive Directors. Given the need to proactively plan for and engage in sensitive meetings and communications and with high-level staff, board members, partners, donors, and media, they must demonstrate the utmost discretion, maturity, and professionalism in handling sensitive information and confidential matters, maintaining trust and sound judgment at all times.


Thriving in a fast-paced environment, they will manage complex schedules, sensitive communications, and competing priorities with precision and care. Success in this role will depend on building strong relationships—internally with staff and externally with partners—while upholding confidentiality and demonstrating a deep commitment to the Indivisble’s mission and a flexible, solutions-oriented mindset.


Starting salary is $66,650. While this position is remote, we prefer someone based in the Washington, DC area. Due to the confidential nature of this position, it is a non-union position.


Responsibilities
  • Meeting Preparation and Follow-up - 25%:
  • Draft agendas, prepare briefing materials, take minutes, and track action items to completion. Including in confidential spaces such as board meetings, finance meetings, donor meetings, and senior team programmatic meetings.

  • Scheduling and Calendar Management - 25%:
  • Prioritize and coordinate complex calendars, manage high-level meetings, calls, and events. Plan detailed travel arrangements, itineraries, and accommodations for travel.

  • Stakeholder Management - 20%:
  • Serve as a key point of contact between the Executive Director, senior staff, and managers, facilitating seamless communication. Support donor relations, partner coordination, and external communications on behalf of the Executive Directors. 

  • Document and Data Organization - 15%:
  • Maintain confidential files, reports, and organizational documents, ensuring timely access and security. Support on completing and filing monthly expense reports and time tracking, as well as regular contracts. 

  • Research and Special Project Support - 15%:
  • Conduct background research on policy issues, stakeholders, and relevant organizations to inform decision-making. Assist in managing special initiatives, events, or campaigns in collaboration with leadership and staff teams. Provide flexible support on high-priority projects requiring both confidentiality and/or a quick turnaround. Examples include donor briefings, social media support, or sensitive internal organizational projects.


Requirements
  • Professional Experience: 3–5 years of experience providing executive or administrative support in a fast-paced, high-level environment (nonprofit, political, or similar sectors preferred).
  • Discretion and Confidentiality. Demonstrated ability to handle sensitive information with absolute discretion, professionalism, and sound judgment.
  • Relationship Management. Strong interpersonal skills to liaise effectively with internal staff, external stakeholders, and leadership.
  • Organizational and Time Management Skills. Proven ability to manage complex schedules, prioritize competing demands, and meet tight deadlines with precision and efficiency.
  • Communication Skills. Exceptional written and verbal communication skills; ability to draft professional emails, memos, and reports with a high degree of clarity.
  • Adaptability and Proactivity. Ability to anticipate needs, think ahead, and solve problems with minimal guidance.
  • Research and Analytical Skills. Experience conducting background research on policy, political issues, or organizational priorities to inform decision-making.


Desirable Qalifications
  • Education. Bachelor’s degree or above.
  • Experience in Nonprofit or Political Sectors. Background supporting senior leaders in national nonprofit, advocacy, campaign, or political environments.
  • Technical Proficiency. Experience with Google Office suite for content production and data management.
  • Project Management Experience. Familiarity with coordinating initiatives, tracking deliverables, and working on high-impact projects.
  • Policy or Issue Familiarity. Knowledge of political landscapes, policy issues, or advocacy campaigns relevant to the organization’s mission.
  • Event Support. Experience coordinating logistics for meetings, retreats, or fundraising events.


$66,650 - $93,000 a year
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Average salary estimate

$79825 / YEARLY (est.)
min
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$66650K
$93000K

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What You Should Know About Executive Assistant to the Co-Executive Directors, Indivisible

Are you an organized go-getter with a knack for juggling multiple tasks? If so, the Indivisible Project could have the perfect opportunity for you as an Executive Assistant to the Co-Executive Directors! In this remote role, you’ll be the supportive backbone to our two Co-Executive Directors, helping them manage their hectic schedules, keep track of important meetings, and coordinate sensitive communications. You’ll be preparing meaningful agendas for board and finance meetings, ensuring action items are tracked, and maintaining confidentiality at all times. Your exceptional communication skills will help facilitate seamless interaction with stakeholders, donors, and partners, enabling our leadership to focus on our mission of driving positive change. Picture yourself organizing travel arrangements and conducting background research to streamline special projects and initiatives. Your past experience in fast-paced environments will truly shine here as you prioritize competing demands and deadlines. Your proactive and adaptable nature means you'll anticipate needs and solve problems with ease. While the starting salary is $66,650, there’s room for growth as your contributions enhance the effectiveness of the Indivisible Project. Ideally, we prefer candidates based in the Washington, DC area. If you’re ready to thrive in an impactful role that fosters strong internal and external relationships, then we can’t wait for you to apply!

Frequently Asked Questions (FAQs) for Executive Assistant to the Co-Executive Directors Role at Indivisible
What are the main responsibilities of the Executive Assistant to the Co-Executive Directors at Indivisible Project?

The Executive Assistant to the Co-Executive Directors at Indivisible Project manages complex calendars and schedules, prepares meeting materials, and facilitates communication among stakeholders. Key responsibilities also include maintaining confidential documents, organizing travel arrangements, and conducting background research for decision-making.

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What qualifications are needed for the Executive Assistant position at Indivisible Project?

To be a successful candidate for the Executive Assistant role at Indivisible Project, you should have 3–5 years of executive or administrative support experience, particularly in nonprofit or political environments. Strong communication skills, exceptional discretion, and the ability to manage multiple tasks effectively are crucial.

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How does the Executive Assistant role at Indivisible Project support the organization's mission?

The Executive Assistant plays a vital role in supporting the leadership at Indivisible Project by ensuring that the Co-Executive Directors can focus on strategic goals and initiatives. By efficiently managing schedules, organizing meetings, and facilitating communication, you help enhance the effectiveness of the organization in driving social change.

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What is the salary range for the Executive Assistant to the Co-Executive Directors at Indivisible Project?

The starting salary for the Executive Assistant position to the Co-Executive Directors at Indivisible Project is $66,650, with the potential for growth based on performance and contribution to the organization.

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Is experience in the nonprofit sector important for the Executive Assistant role at Indivisible Project?

Yes, experience in the nonprofit sector or similar fast-paced environments is highly valued for the Executive Assistant role at Indivisible Project. Familiarity with political advocacy, campaign support, or working with high-level leaders greatly enhances a candidate's fit for the position.

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Common Interview Questions for Executive Assistant to the Co-Executive Directors
Can you describe your experience managing executive schedules?

When answering this question, talk about specific tools or strategies you used to prioritize competing tasks, including any scheduling software you've used. Provide examples of how you successfully managed last-minute changes or conflicts.

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How do you ensure confidentiality when working with sensitive information?

Explain your understanding of confidentiality protocols and provide examples of how you’ve handled sensitive information in previous roles. Emphasize your commitment to maintaining trust and discretion in all communications.

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What strategies do you use to manage multiple competing priorities?

Discuss your methods for prioritizing tasks, such as creating to-do lists or using project management tools. Provide an example where you effectively balanced multiple responsibilities while meeting tight deadlines.

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How do you approach communication with different stakeholders?

Describe your experience in adapting your communication style to suit various stakeholders, whether internally within a team or externally with donors and partners. Mention a specific instance where effective communication led to a successful outcome.

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What tools are you proficient in for document organization and communication?

List any relevant software and tools you have used, such as Google Workspace, Microsoft Office, or project management software. Discuss how you effectively organize documents for easy access and collaboration.

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Describe a time you had to conduct research for a project or meeting.

Provide an example of how you conducted research for a specific project, detailing your approach to sourcing accurate information and how that research contributed to decision-making or a successful meeting outcome.

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How do you prepare for high-level meetings?

Talk about your process for preparing for significant meetings, including how you draft agendas, gather materials, and ensure all action items are tracked. Share any experiences where your preparation led to a successful meeting.

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Can you give an example of a challenging situation you faced in a previous role?

Choose a situation that demonstrates your problem-solving skills under pressure. Focus on how you identified the challenge, the steps you took to resolve it, and what you learned from the experience.

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How do you maintain professionalism in a fast-paced work environment?

Share your approach to staying calm and composed amidst distractions or pressures. Provide an example of a time when your professionalism made a noticeable difference in a project or relationship.

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Why are you interested in working for Indivisible Project as an Executive Assistant?

Reflect on your alignment with the organization's mission and values. Discuss what excites you about the role and how your skills and experiences make you a great fit for helping Indivisible Project achieve its goals.

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DEPARTMENTS
SENIORITY LEVEL REQUIREMENT
TEAM SIZE
EMPLOYMENT TYPE
Full-time, remote
DATE POSTED
December 19, 2024

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