Executive Assistant & Operations Manager

Title: Executive Assistant & Operations Manager

Employment type: Full-time, Exempt

Salary Range: $46,000-$50,000, commensurate with experience

Location: Phoenix, AZ

Reports To: Executive Director, Chief of Staff

Executive Assistant & Operations Manager

About the Role

In 2025, the need to organize and uplift our communities has never been more urgent. Arizona Coalition for Change (501(c)(3)) and Our Voice Our Vote Arizona (501(c)(4)) are seeking a highly organized, detail-oriented, and mission-driven Executive Assistant & Operations Manager. This role will play a key role in ensuring the Executive Director’s priorities are well-coordinated, internal operations function efficiently, and the team remains connected and supported. This position blends executive support, organizational operations, and team culture coordination to help the organization achieve its mission with clarity and consistency. We’re looking for a strategic thinker, skilled project manager, and collaborative teammate who thrives in a fast-paced, equity-centered environment and is ready to contribute to bold, community-rooted change.

About The Organization

Arizona Coalition for Change is a Black-led organization with a dynamic multicultural team that empowers everyday people to transform their community through building civic power, leadership development, and community collaboration. We advocate for lasting progressive public policies that change the dynamics of communities by putting people first. We work to develop and uplift voices in communities to take on the nation's most pressing issues.

Our Voice Our Vote Arizona is a member-led organization committed to advocating for lasting progressive public policies. We build power by mobilizing voters, training the next generation of leaders, electing champions into office, and holding elected officials accountable. By putting people first, we are working to develop and lift up voices in the community to take on our nation's most pressing issues.

Organizational Beliefs

Arizona Coalition for Change and Our Voice Our Vote Arizona is an Equal Opportunity Employer. We strongly encourage women, people of color, and LGBTQ candidates to apply. We deeply value the expertise of lived experience and strongly value and seek to invest in applicants that have shared lived experience with the constituents we currently and hope to work with, including folks of color, those who are immigrants, or children of immigrants to the US, those whose first language is not English, trans and queer individuals, and others from communities who have been impacted by systemic inequities. Our team members must be passionate about developing relationships and building grassroots power for Black and other people of color communities in the state. We have undertaken a new strategic direction, doubling down on transformative organizing by establishing a culture where leaders are liberated through collective movement building, leadership development, and risk-taking.

Role Responsibilities:

Executive & External Support

• Manages the Executive Director’s calendar and coordinates meetings with internal and external stakeholders. Provides light personal scheduling support related to work-life balance, such as coordinating travel around conferences or wellness blocks
• Prepares agendas, briefing materials, notes, and follow-ups for key meetings and speaking engagements
• Drafts and edits written communications, talking points, presentations, and reports
• Coordinates logistics for travel, public appearances, and events
• Tracks follow-ups, deadlines, and deliverables related to partnerships, fundraising, and board engagement
• Supports fundraising logistics, including donor materials, grant timelines, reporting requirements, and donor event coordination
• Maintains organized digital systems and files to support executive communication and workflow

Operations, Coordination & Preparedness

• Coordinates internal planning timelines, meeting logistics, and team communication systems
• Oversees office functionality, including ordering supplies, maintaining inventory, and coordinating with vendors
• Supports logistics for retreats, staff meetings, strategy sessions, and trainings
• Processes purchases, reimbursements, and vendor invoices with accuracy and attention to detail
• Organizes onboarding and offboarding logistics, including workspace setup and tool access
• Maintains up-to-date crisis response documentation and internal communication templates
• Supports clear internal communication and coordination during transitions or high-pressure moments
• Assists with routine troubleshooting and contributes to system improvements that enhance organizational effectiveness

Team Culture & Staff Engagement

• Coordinates team bonding activities, staff appreciation efforts, and wellness initiatives
• Supports onboarding processes that create a welcoming and prepared experience for new team members
• Maintains internal calendars, reminders, and planning updates to support team alignment
• Tracks and celebrates staff milestones, birthdays, and organizational achievements
• Reinforces equity-centered values in day-to-day coordination, communication, and team support

Skills and Experiences

• Operations & Administrative Excellence: 2–4 years of experience in operations, executive support, or administrative roles, preferably within mission-driven or advocacy organizations. Strong organizational skills and the ability to manage multiple priorities with attention to detail.
• Strategic Coordination & Communication: Demonstrated ability to support high-level executives and leadership teams through scheduling, communications, preparation for meetings, and stakeholder coordination. Strong written and verbal communication skills required.
• Event Planning & Logistics Management: Experience planning and executing internal team events, retreats, or fundraising gatherings with skill in managing logistics, timelines, and coordination with vendors or venues.
• Project Management & Problem Solving:Track record of managing projects from inception to completion. Ability to anticipate challenges, streamline processes, and support cross-functional teams with clarity and accountability.
• Technology & Systems Proficiency: Comfort using and learning digital platforms including Google Workspace, Monday.com (or similar tools) to support collaboration, task management, and documentation.
• Commitment to Equity & Inclusion: Deep understanding of and commitment to equity-centered practices. A strong passion for advocating for racial, economic, and social justice, particularly in the context of Black immigrant rights.
• Community-Centered Leadership: Ability to work inclusively with diverse groups, building trust and solidarity across cultural lines within the Black immigrant community.
• Adaptability & Resilience: Ability to thrive in a dynamic, fast-paced environment, while remaining grounded and responsive to shifting organizational needs.
• Discretion & Trustworthiness: Comfort working with sensitive and confidential information with integrity and professionalism.

Benefits

• Top-of-the-line medical, dental, vision, and life insurance options
• 401(K) plan with employer matching options
• Paid time off for holidays
• Extended paid time off for Thanksgiving, Christmas, and New Year’s
• 10 paid time off (PTO) days
• Paid family and sick leave
• Professional development opportunities
• 10 hours of paid community service to support our community
• Strong team culture!

To Apply

Send your cover letter, resume, and two references to careers@azc4c.org. Include “Executive Assistant & Operations Manager” in the subject line. In your cover letter, please describe in detail why you are a strong fit for this position and how your experiences align with the mission of Arizona Coalition for Change.