Program Leadership Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Deliver primary administrative assistance to the Chief Program Officer and the Director of State Programs.

• Oversee intricate calendars, coordinating both internal and external meetings, events, and travel arrangements.

• Manage leadership inboxes by identifying, classifying, and highlighting correspondence that requires attention or follow-up.

• Aid in prioritizing meetings, activities, decisions, and weekly follow-ups.

• Handle expense reports, timesheets, travel logistics, and other administrative requirements.

• Provide administrative assistance to other team members as capacity permits.

• Prepare leaders for external meetings, donor events, briefings, and other engagements.

• Compile materials, organize background information, and offer copy editing and presentation support.

• Engage in Program Team and cross-departmental meetings.

• Take notes, summarize decisions and next steps, assign and monitor follow-ups, and facilitate the progress of work toward completion.

• Offer project management support for priority projects, team events, retreats, and special initiatives.

• Maintain and organize Program Team documents and shared drives using Google Workspace.

• Assist in the development and upkeep of presentations, spreadsheets, briefing documents, and other work products.

• Utilize Google Workspace, Slack, Airtable, and other platforms to ensure accurate information maintenance.

• Collaborate with the Knowledge Manager to enhance team procedures and protocols.

• Act as the Program Team’s internal library ambassador.

• Capture narratives and insights from state work and contribute compelling developments to the storybank.

• Compile and organize information related to state strategies, partner initiatives, and program priorities.

• Identify gaps, unresolved issues, and opportunities for system improvements.

• Assume additional projects and responsibilities as the needs of the Program Team change.

⛳️ Requirements

• Exceptionally strong organizational skills with meticulous attention to detail.

• Proven track record of taking initiative and driving tasks to completion.

• Strong judgment and prioritization abilities.

• Capacity to operate independently while remaining aligned with key stakeholders.

• Excellent written and verbal communication abilities.

• Ability to synthesize information in a clear and concise manner.

• Capacity to collaborate effectively with a diverse range of individuals.

• Ability to manage sensitive or confidential information with discretion.

• Highly proficient in Google Workspace, particularly Sheets, Slides, Docs, and Calendar.

• Comfortable learning and working with databases and systems such as Airtable.

• Learning-oriented, team-minded, open to feedback, and willing to take ownership of mistakes and learn from them.

• Preferred: Experience in progressive politics, organizing, advocacy, philanthropy, or social movements.

• Preferred: Prior experience as an executive assistant or in a comparable senior-level administrative support role.

• Preferred: Familiarity with Slack, Airtable, and/or other collaborative project and information management tools.

• Preferred: Experience working effectively in a remote team across multiple time zones.

• Ability to remain seated for extended periods, with repetitive motions and positions.

• Some lifting may be necessary (up to 20–25 lbs).

🏝️ Benefits

• Employer-paid health insurance premiums at 100% for most individuals and 75% for family.

• Coverage for dental and vision insurance.

• 401(k) plan with partial matching contributions.

• Direct coverage for basic life, accidental death & dismemberment, and disability insurance.

• Availability of Medical and Dependent Care Flexible Spending Accounts.

• Stipend for working from home.

• Wellness stipend.

• Student Loan Repayment Assistance.

• Access to free online courses.

• Paid vacation (4 weeks).

• Paid holidays (9 days).

• Office closures during fall and winter breaks.

• Two floating paid days off.

• 18 weeks of paid Parental Leave.

• Up to 4 weeks of paid Bereavement Leave.

• Up to 12 weeks of Family Leave (with up to 4 weeks paid).

• Sabbatical policy.