Deputy Chief of Staff

DIVISION: Administration

GRADE: Volunteer

DEPARTMENT: Administration and Operations

WORK DAYS: Typically 15 to 25 hours per week

REPORTS TO: Chief of Staff

FLSA STATUS: N A

CLASSIFICATION: At Will

DATE: 1 11 2026

Our Mission: We are building a Gen Z led movement seeking to empower young leaders to advocate for transformative policy and bold political action, predominantly at a state and local level. We are committed to a bottom up movement that prioritizes the needs of the communities we represent and seeks to reclaim our future by advocating for social, economic, environmental, and other kinds of political reform.

POSITION SUMMARY

The Deputy Chief of Staff position is considered an administrative role and reports to the Chief of Staff. The Deputy Chief of Staff will step in as Acting Chief of Staff when needed and provide day to day guidance to ensure accountability and alignment across leadership priorities. They help manage the organization’s internal priorities, maintain accountability across leadership teams, and ensure that Beyond the Ballot’s mission is advanced through well coordinated internal structures.

This role functions as an assistant and second in command to the Chief of Staff, helping supervise department directors, manage administrative tasks, and ensure smooth coordination across the organization. In practice, this role blends day to day operational oversight with big picture strategic alignment.

The Deputy Chief of Staff is expected to monitor the flow of information across departments, help anticipate and resolve internal challenges, and provide clarity in moments of rapid response or high pressure organizing. Acting as both a problem solver and a trusted advisor, the Deputy Chief of Staff ensures that organizational decisions are implemented effectively, deadlines are met, and staff have the administrative support required to deliver on their responsibilities.

MINIMUM REQUIREMENTS

EDUCATION:

High School Diploma, GED equivalent, or technical school preferred

WORK EXPERIENCE:

Prior work in the nonprofit sector is highly preferred.

Experience in managing and mentoring staff, collaborating with different departments, and fostering a positive work culture.

ESSENTIAL DUTIES

Assist the Chief of Staff with oversight of all organizational operations and departmental activities.

Serve as a bridge between the Chief of Staff and department directors, helping resolve issues and ensuring consistent communication.

Help the Chief of Staff in managing schedules and shifts, ensuring accurate documentation, and task delegation related to leadership.

Support staff hiring and transition periods as directed and in coordination with the Chief Human Resource Officer and Director of Mobilization.

Serve as a trusted partner to the Chief of Staff, offering input on organizational strategy and internal decision making.

Assist in evaluating staff performance through regular check ins, feedback cycles, and probationary period evaluations.

Coordinate with the Chief of Staff on preparing agendas, minutes, and follow up items for meetings.

Represent Beyond the Ballot in coalition spaces, external meetings, or events as delegated by the Chief of Staff.

Act as an administrative liaison to the Rapid Response Committee in lieu of the Chief of Staff.

Support leadership staff and teams in the development of work plans to meet desired outcomes.

Support the development, recommendation, implementation, and monitoring of programs, processes, systems, and procedures for leadership and administration.

Collaborate with the Chief of Staff and the Executive Director to develop strategic plans and internal policies that align with organizational vision and goals. This may include conducting research, gathering data, and analyzing trends to inform decision making processes.

May conduct policy analysis and research on emerging issues, making recommendations for internal policy improvements or adaptations, then provide support in drafting initiatives with leadership and administration.

PHYSICAL ABILITIES AND WORKING CONDITIONS

The physical abilities, working conditions, and other conditions of employment listed in this document are representative of but are not intended to provide an exhaustive list of the requirements for positions in this classification.

Vision: Ability to read small print and view a computer screen for prolonged periods.

Hearing: Ability to tolerate exposure to noisy conditions.

Speech: Ability to be understood in face to face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer.

Environmental Requirements: Ability to encounter constant work interruptions, work cooperatively with others, work independently, and work indoors.

Mental Requirements: Ability to read, write, understand, interpret, and apply information at a moderately complex level essential for successful job performance. Math skills at a high school proficiency level. Judgment and the ability to process information quickly. Learn quickly and follow verbal procedures and standards. Give verbal instruction. Rank tasks in order of importance. Copy, compare, compile, and coordinate information and records. Understand how to manage stress.

Remote Work Requirements: Regular access to a stable internet connection is required.

Additional Work Conditions and Physical Abilities: Ability to be flexible and adapt as needed between various in person working environments. May require travel to multiple states.

Beyond the Ballot does not discriminate on the basis of race, color, religion, sex, citizenship, ethnic or national origin, age, disability, medical status, military status, veteran status, marital status, sexual orientation, gender identity or expression, genetic information, ancestry, or any legally protected status in any of its employment practices, educational programs, services, or activities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

This job description is intended to accurately reflect the duties, responsibilities, and requirements of the position. It is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills, or working conditions associated with the position. Management and administration reserve the right to modify, add, or remove duties and assign other duties as necessary.

POLICY OF EQUAL OPPORTUNITY EMPLOYMENT AND NONDISCRIMINATION

Pursuant to Article 2 Section 3 of the organization’s Bylaws, Beyond the Ballot will not practice or permit any unlawful or unethical discrimination on the basis of sex, age, race, color, national origin, religion, sexual orientation, and or gender identity, physical handicap or disability, or any other basis prohibited by law.

We recruit, hire, employ, train, promote, and compensate individuals based on job related qualifications and abilities. Beyond the Ballot is an Equal Opportunity Employer, and our policy is clear and concise: there shall be no discrimination on the basis of age, disability, sex, race, religion or belief, gender reassignment, marriage or civil partnership, pregnancy or maternity, or sexual orientation.

Allegations of discrimination should be promptly delivered to the Executive Director, the Chief Human Resource Officer, and or any member of the Board of Directors.

DIVERSITY, EQUITY, AND INCLUSION IN THE WORKPLACE

Beyond the Ballot is committed to building a diverse workforce, ensuring and creating equity across our processes, procedures, and systems, and fostering an environment that is inclusive and representative of the communities we serve. Our organization was founded on the free expression of ideas, and our environment reflects those ideals by ensuring meaningful mechanisms are in place to ensure that the visions and interests of every individual employee has a seat at the decision making table.