Teach Democracy Seeking Experienced Executive Assistant

Position Title: Executive Assistant

Department Executive Office

Reports To: CEO

Type: Full Time, Exempt

Location: Los Angeles, CA

Salary: $63,000 - $74,000

To apply, please send resume and cover letter to careers@teachdemocracy.org, with Executive Assistant in the subject. Applications will be reviewed on a rolling basis until the position is filled. Candidates selected to move forward in the process will be contacted directly.

About Teach Democracy

Teach Democracy is a nonpartisan nonprofit organization on a mission to ignite civic curiosity and lifelong civic engagement in young people. We empower educators with vibrant, ready-to-use tools and training that fuse constitutional understanding, critical inquiry, and respectful dialogue into classroom and extra-curricular experiences that come alive. When students discover how democracy works—and realize they have a voice—they gain more than civic knowledge. They gain the confidence and commitment to participate with purpose. Because democracy is not something that happens to us—it’s something we build together.

Position Summary:

Teach Democracy seeks an experienced, proactive, and detail-oriented Executive Assistant to support the CEO in advancing the organization’s mission and strategic priorities. This trusted partner will serve as a key liaison to the Board of Directors and leadership team, manage high-level administrative and logistical functions, support administration of board governance, and facilitate internal and external communications on behalf of the CEO. The Executive Assistant also executes critical fundraising support functions, including donor gift processing and acknowledgement.

The ideal candidate brings exceptional judgment, superior organizational skills, high emotional intelligence, and an unwavering commitment to confidentiality and professionalism. They will thrive in a fast-paced, hybrid work environment and demonstrate initiative, diplomacy, unshakeable proactivity, and attention to detail.

Key Responsibilities

Executive Support

• Manage sensitive matters with absolute confidentiality and discretion.
• Maintain and coordinate the CEO’s complex calendar, communicating appropriately with VIP and other stakeholders
• Draft, edit, and prepare high-quality presentations, reports, and correspondence as requested.
• Coordinate travel arrangements and prepare detailed itineraries and expense reports.
• Monitor the CEO’s inbox, triaging and responding to inquiries where appropriate.
• Track tasks and priorities to ensure timely follow-up and execution.
• Organize and manage all aspects of Board and assigned committee meetings, including scheduling, coordinating volunteer leadership, agenda preparation, minute-taking, and follow-up on deliverables.
• Represent the CEO in communications with internal and external stakeholders, modeling professionalism and integrity.
• Serve as the first point of contact for the CEO’s visitors and communications.
• Proactively conduct background research and briefing preparation, collaborating with other staff to ensure CEO and organizational readiness.
• Be available for time-sensitive needs, sporadic meetings, and occasional communication outside of regular business hours.

Gift Processing Support

This position will be responsible for the operational day-to-day data entry into the organization’s constituent database for the recording and processing of contributions. Receives gifts in the form of checks, credit cards, stock transfers, or wire transfers. Develops and maintains processes and procedures for gift and pledge entry and maintenance, ensuring that all gifts are promptly and accurately entered, receipted, and acknowledged.

• Inputs gift and pledge data and assigns appropriate accounting attributes including general ledger revenue account
• Prepares timely and accurate gift receipts and donor acknowledgment letters and other donor correspondence
• Completes matching gift applications and oversees all aspects of matching gift processing to include gift entry, donation confirmations and soft crediting
• Reconciles reporting with finance team
• Identifies processing problems or deficiencies, takes corrective action and makes
• recommendations for changes. Researches and resolves problems related to transactions and other activities.
• Maintains accurate donor demographic data within database

Skills and Qualifications:

• 5+ years of related experience required in working in an executive assistant role supporting C-Level executives.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Sharepoint, and PowerPoint)
• General familiarity with CRM software
• Ability to communicate effectively and professionally.
• Flexibility to support early morning or evening board/committee meetings as needed.
• Familiarity with nonprofit operations preferred, but not required. Familiarity working with a Board of Directors a strong plus.

Attributes of a Successful Candidate:

• Strong business acumen and sound judgment.
• Ability to represent the CEO and organization with confidence and professionalism.
• Exceptional attention to detail, with a proactive mindset and sense of urgency.
• Ability to look ahead, anticipate needs and get in front of them, while maintaining the boundaries of the position.
• Discretion and trustworthiness when handling sensitive information.
• Effective interpersonal skills across diverse audiences.
• Dependability, follow-through, and a service-oriented approach.
• Creative problem-solver who seeks opportunities for increased efficiency and effectiveness.

Full suite of benefits includes medical, dental, retirement, paid holidays, vacation, etc. Remote work one day a week available.