Executive Assistant to the CEO

Description

Movement Labs is looking for an experienced and professional Executive Assistant to the CEO. This person will join our exciting and dynamic team to level-up the CEO’s workflow and operation, providing organizational, logistical, and communication support to ensure top performance and efficiency–allowing us to kick butt between now and the 2026 midterms.

About Movement Labs:

Movement Labs is a movement incubator and the leading peer-to-peer text political consultancy supporting progressives and grassroots activists nationwide. We are dedicated to building durable electoral power by expanding voter participation, shifting partisanship of current voters, and turning non-voters into voters. Through scalable, data-driven strategies and innovative tactics—from grassroots organizing to digital engagement—we target key districts and states to secure federal power. We invest in pioneering new methods and piloting programs that will ultimately help us win the House in 2026 and the presidency in 2028. Beyond the major elections, we focus on securing critical rule-of-law positions to protect democracy, build a strong candidate bench, and safeguard the integrity of future elections.

Movement Labs is a fast-paced environment, where we are laser-focused on testing and implementing strategies for resisting the worst of the Trump agenda. We work hard, are fast-paced, and the environment evolves rapidly. We are adaptable, nimble, and shift quickly as needed to meet the moment. We are looking for candidates that thrive in this type of environment.

As Executive Assistant to the CEO, you will work directly with a dynamic CEO and senior management team, and provide them with outstanding care and support to set them up for success. The CEO moves fast, is highly detail-focused, and expects rigorous thinking and excellent execution. He relies on his EA to track follow-ups, keep balls from dropping, and act as a second brain—surfacing what matters, when it matters. If you’re someone who can anticipate problems, spot misalignment, and bring structure to ambiguity, this role will give you the room to thrive.

If you are an unflappable, meticulously organized professional who thrives under pressure, wants to support cutting edge political work, and is committed to progressive change, this role is for you! This position is based in-person in Berkeley, CA, with 2-4 days a week in the CEO’s home office. The role could be remote for the right candidate.

Requirements

CEO Direct Support: 70%

• Provide sophisticated calendar management, including prioritizing inquiries and requests, troubleshooting conflicts, and making recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including scheduling meetings, tracking tasks and follow ups, and developing memos.
• Ensure CEO is prepared for meetings by doing research, providing key documents, and providing notes on previous interactions.
• Track CEO’s commitments, goals, projects, tasks and deadlines, and support prioritization and execution. Prioritize requests of CEO, and support implementation of internal decision-making processes. Screen work to ensure CEO priorities are aligned with organizational priorities.
• Serve as a point of contact for the CEO and manage the CEO’s email and other forms of contact, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment that reflects the CEO’s style and approach.
• Manage logistics for virtual and some in-person meetings, events, travel, including venue, travel reservations, food arrangements, etc.
• Work closely with the CEO to keep him well informed of upcoming responsibilities and commitments, helping him track where projects and processes are, what decisions need to be made, and what decisions have already been made. Coordinate with other staff on follow-ups and project progress.

Leadership Team Support: 15%

• Plan and execute in-person leadership retreats for 10-20 attendees from around the country, including coordinating meeting space, lodging, and travel, and supporting all administrative and logistical needs for the event.
• Lead and execute other special projects to support the organization at the discretion of the CEO.
• Lead leadership meetings, coordinating agenda and ensuring follow ups.
• Prepare briefing memos, presentations, and meeting summaries as needed.

Other Tasks As Assigned: 15%

• In a fast-paced nimble environment, new needs and priorities emerge daily. Jump into projects to fill gaps as they arise– everything from ordering lunch to conducting research to managing a new project.

Qualifications

Our preferred candidate will have most of these qualities:

• Thrives in a fast-paced environment and works well under pressure while managing multiple tasks, and is ready to hustle.
• Has strong interpersonal skills, and works effectively with other staff and colleagues, and can easily navigate complex relationships and timelines.
• Composed under pressure, calm, adaptable, and resilient in difficult situations.
• Patient and flexible with ever-changing priorities, and able to prioritize competing demands.
• Comfortable managing high-pressure situations with tact, maintaining a positive attitude, and supporting an executive known for high standards and direct communication.
• Comfortable or experienced with remote office environments.
• Enjoys and thrives in the role of direct, confident support person.
• Committed to protecting democracy and fighting the Trump agenda.
• Must be able to work in person in Berkeley, CA some days, and is willing to travel occasionally.

Our preferred candidate will have many of these qualifications:

• A minimum of 3-5 years of experience directly supporting a CEO, Executive Team, and/or other administrative management in a fast-paced organization.
• Strong project management experience, and ability to juggle multiple projects at once.
• Advanced experience with a variety of tech platforms such as Google Suite, Asana, CRMs, and Airtable; generally adaptable, technologically adept, and comfortable in the remote environment.
• Experience managing event logistics, including travel planning.
• Detail-oriented with exceptional organizational and time management skills.
• A strategic and problem-solving mindset.
• Experience composing professional correspondence on behalf of Executive Leadership to partners, donors, or constituents.
• The ability to manage and complete projects independently as well as take direction.
• Discretion in handling confidential and sensitive information.
• Outstanding verbal and written communication skills.