Executive Assistant

Who We Are

We are the communications & digital nerve center for the progressive movement. Our state hubs deliver electoral & policy victories. As core infrastructure, we move millions of voters across our state network through data-driven best practices, organic & paid digital content, and decades of expertise. Our 26 affiliates serve as a marketing shop for the progressive community. Behind the scenes, we facilitate communications and digital tables that align and coordinate the community behind a shared message and strategy. From staffing issue coalitions, developing message and communications calendars, and training and pitching spokespeople to developing digital content for partners and coordinating digital ad buys to maximize impact, we organize the progressive community’s communications for maximum impact.

 What You’ll Do

• Schedule and manage the President’s and Managing Director’s calendars and monthly timesheets.
• Maintain a running list of deadlines for the President.
• Manage travel arrangements for the President and Managing Director.
• Own all internal and external meeting preparation and follow up for the President, including notes and any necessary follow-up.
• Assist with Board meeting preparation, minutes, and follow up, as well as Board term tracking, and Board meeting and 1:1 scheduling and logistics.
• Responsible for scheduling all staff and leadership team meetings.
• Managing the President's reimbursements and credit card receipt collection.
• Assist with logistical support for events, conferences, and external meetings.
• Manage and organize all required Affiliate records and materials.
• Maintenance and upkeep of President’s and organizational contacts.
• Longer term projects could include:
• Migrating the organization to a project management system
• Setting up and organizing a shared drive to maintain organizational materials
• Owner of Slack - development of norms and usage policies
• Research and set-up of organizational CRM

Who You Are & Keys to Success (the must-haves)

To be successful in this job, you will excel in these areas:

• 2-3+ years experience as an executive assistant or similar.
• Experience with using a project management system (Monday.com preferred)
• Experience managing a principal's schedule, including anticipating needs for meetings, and balancing external and internal meetings with work blocks.
• Ability to maintain a high level of confidentiality.
• Strong attention to detail.
• Curiosity, eagerness to learn.
• Able to work in Eastern or Central time zone - bonus if in the Charlottesville, VA area, but NOT required.
• Excellent verbal and written communication skills.
• Experience setting up and commitment to organizational systems.
• Excellent organizational and time management skills.
• Strong interpersonal skills and ability to work in a team environment.
• Experience working and thriving in this type of role in a remote environment.
• Commitment to racial equity and social justice.

 What Else You Should Know 

ProgressNow is an equal opportunity employer and we value having staff who come from communities that are most impacted by our issues. We especially encourage people of color, LGBTQ+ people, transgender and gender non-conforming people, and people with disabilities to apply. 

The position is full-time and fully remote. The role requires 15% travel. Expected travel includes one annual staff retreat and two ProgressNow conferences. 

*Proof of COVID-19 vaccination (including eligible boosters) is required for employment unless a medical or religious accommodation is granted. 

Our benefits include:

• Unlimited vacation with a requirement that each staff member take at least 2 weeks each year. 
• Eight paid holidays as well as an office closure annually between Christmas and New Year’s Day. 
• Employer-paid health, vision, and dental insurance 
• A 401K plan with 3% employer match 
• Annual professional development stipend