Executive Assistant (Part Time)

Citizen University is seeking an experienced and detail-oriented Part-Time Executive Assistant to serve as the heart of our executive operations, providing critical support directly to our Chief Executive Officer (CEO). This pivotal role ensures seamless management of the CEO's schedule, correspondence, and key relationships, playing a crucial part in our organizational effectiveness and helping connect key dots for the staff team. We are seeking a teammate who enjoys bringing spirit and joy to every interaction, whether setting up a complex travel itinerary or coordinating with our Board.

Who we are: At Citizen University, we are working to fortify habits and skills of powerful, responsible citizenship in communities around the country. We believe that the health of civic life in America - from our neighborhoods to the whole of our nation- is shaped by how people practice citizenship every day with the people around us, and we are working to make that more possible, through relational programs, innovative projects, and civic network-building. Explore our website to learn more about what we do.

What You'll Do: Key Responsibilities

• Executive Support (75%)
  • Master Calendar & Scheduling: Expertly manage and oversee the CEO's complex calendar and scheduling, tracking all incoming requests and supporting preferred meeting rhythms.
  • Travel Planning: Arrange intricate domestic and international travel logistics, anticipating needs and ensuring smooth journeys.
  • High-Level Correspondence: Draft and prepare diverse external correspondence on behalf of the CEO, maintaining a professional and relational voice.
  • Internal Coordination: Support the team by sharing key information about the CEO’s meetings or upcoming events in channels like Slack and Salesforce
  • Strategic Meeting Attendance: Occasionally attend essential meetings relevant to the CEO's schedule, programmatic goals, or fundraising commitments.
• Staff Operations Support (20%)
  • Funder/Donor Stewardship: Track funder and donor communications for the CEO and Deputy Director in Salesforce, supporting relationship stewardship through pre-meeting briefs and coordination with our Development Director.
  • Program Invitation Support: Support select programs by shepherding program invitations sent by the CEO through processes developed by program staff.
  • General Administration: Manage and route general email inquiries from our main organizational inbox and provide administrative support to other senior staff as requested.
  • Development Reporting: Prepare quarterly reports for the Executive Team on prospect status, open applications, grants, and individual donor contributions.
• Board Liaison (5%)
  • Board Support: Provide general administrative, communications, and event planning support for our Board of Directors.
  • Board Meeting Coordination: Coordinate Board Meeting scheduling, putting together materials packets, minute-taking, and follow-up in collaboration with executive staff.

Who You Are: What You'll Bring

We're looking for someone with a proactive approach, exceptional organizational skills, and a desire to contribute to an organization working to strengthen civic health across the country.. You're the kind of person who "sees things that need to be fixed, and you fix them" – an initiative taker who delights in taking care of the small details that make people feel supported and seen.

Your Skills & Experience:

• Proven aptitude for providing high-level administrative support and seamless operational coordination for senior leaders, demonstrated by experience in roles that regularly managed complex schedules, intricate travel arrangements, critical communications, and contributed to strategic operational support for a team or organization.
• Advanced-level proficiency in calendar management and complex scheduling, including optimizing schedules across multiple time zones.
• Experience with arranging intricate domestic and international travel.
• Proficiency in Salesforce or other Customer Relationship Management software, or willingness to learn + proven experience with learning new software systems
• Exceptional written and verbal communication skills for high-level correspondence and brief preparation.
• A high degree of discretion and ability to handle confidential information with utmost integrity and heart.
• Proactive problem-solver who anticipates needs and takes initiative.
• Strong tech-savviness with virtual communication and collaboration tools (Slack, Zoom, Asana, Google Workspace).
• Location based within the Pacific Time Zone (preferred)
• Experience with board relations/governance support (preferred)
• A background in non-profit/mission-driven organizations (preferred)
• Experience with small event coordination for high-stakes meetings, or experience supporting multiple executives simultaneously (preferred)

Your Relational Strengths:

• Strategic Partner Mentality: You're motivated to be a strategic partner to a visionary leader, thriving on anticipating needs and taking initiative.
• Adaptable & Resourceful: You excel in a dynamic, remote environment, easily managing multiple priorities and deadlines. You're ready to collaborate in multiple work styles and juggle things on a moment's notice.
• Interpersonal Savvy: Strong interpersonal skills and cross-cultural communication skills for collaborating with diverse stakeholders (internal staff, board of directors, funders/donors).
• Professional & Poised: Consistently demonstrate a high level of professionalism in all interactions and communications.
• Values Driven: You appreciate a culture that values relationships and a positive spirit, even in a remote setting. You'll find our team approaches our work with spirit, joy, and a deep responsibility to each other and the civic health of our nation.