Special Assistant

Special Assistant

Role Overview

The Special Assistant to the Executive Director (ED) and Chief Operating Officer (COO) provides high-level administrative support and project management to the ED and COO at the Voting Rights Lab and its affiliated organizations including SD USA. This role is responsible for oversight and coordination of all activities related to the two executives including strategic scheduling, project management & systems development. This role will also focus on drafting letters and documents, and initiating communication on behalf of the ED and COO as well as writing and summarizing emails and meeting notes. The Special Assistant will also be involved with supporting the ED in fundraising efforts in various capacities. At times, the Special Assistant will be needed to support the ED and COO as well as the rest of the Executive Team in strategy development, project management, and implementation of project and program plans.

The ideal individual will grow to hold a deep understanding of every facet of our strategy and organization and should have the desire to rapidly develop their skills and grow professionally. The ability to maintain a realistic balance among multiple priorities and function in a fast paced environment is imperative.

This position reports directly to the COO. This is a fully remote position. This position will require occasional travel.

Responsibilities:

Administrative

• Schedule both virtual and in person meetings and events with multiple stakeholders. This includes preparing the ED and COO for meetings, setting up and managing all logistics, taking comprehensive and concise notes, and driving action items out of the meetings.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive Team, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response; use discretion as needed.
• Create first drafts or remarks for a presentation, project plans, and summaries of all kinds (i.e. research, meetings, etc.) for the COO.
• Manage high-level administrative projects including calendar management, budgets and expense reimbursements, timesheet tracking and approvals, booking travel and associated logistics.
• Serve as administrative backup for the Executive Team in the absence of departmental support.

Communication

• Provide courteous, timely, and professional response to internal and external inquiries.
• Successfully resolve critical aspects of deliverables with a solution orientation, including drafting acknowledgement letters, composing personal correspondence, and other tasks that facilitate the ED and COO’s ability to effectively lead the organization.
• Create and finalize documents that clearly and concisely communicate to both internal and external audiences, including powerpoints, proposals, charts and tables, as well as shepherding the process of getting inputs from multiple people and incorporating them into a final document.
• Design and disseminate communication to staff as requested by ED.

Project Management

• Create and drive systems in support of the ED and COO to stay organized, efficient, and drive deliverables.
• Provide light research, copy-editing, and fact-checking as requested.
• Comfortable partnering with executives and staff members to move projects & deliverables to completion
• Facilitate meetings, review action items from previous meetings, gather updates, reinforce deadlines, monitor progress, and drive action items to completion on behalf of COO and ED
• Other duties and projects as needed & assigned.

What we’re looking for in you:

• At least 3-5 years experience in a fast paced environment supporting executive leadership. Experience in an issue advocacy organization, political campaign, or some other mission-driven organization preferred, but not required.
• A problem solver - someone who notices an emerging issue and thinks critically to suggest and/or find creative ways to solve it.
• A clear and concise verbal and written communicator who is able to summarize effectively, do basic document design and construction, create first drafts of memos, letters, and other documents, etc
• Strong attention to detail in all work performed.
• Excellent organizational and administrative skills with the ability to prioritize tasks effectively and drive deadlines with accuracy and quality Ability to work remotely, and collaborate with team members across time zones and busy schedules
• Proactive and self-directed with ability to work independently and manage multiple projects simultaneously.
• Proven ability to handle complex and sensitive functions with discretion is desirable.
• Experience using technology including G Suite, Slack, Zoom, Salesforce, and others
• Shares commitment to incorporating and uplifting diversity, equity, inclusion, and justice within the work product and processes.

Salary and benefits:

We value our staff by offering competitive pay and a comprehensive benefits package, detailed below.

The hiring range for the Special Assistant position is $70,000 to $88,000 per year. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s job-related knowledge, skills, and experience among other factors. The total compensation package may include the full range of medical, financial, and/or other benefits, depending on the level and position offered.

At this time, we provide the following benefits for eligible employees:

• Medical, dental, and vision insurance that is 100% employer funded
• 401(k) retirement plan, with up to 6% employer match
• Generous paid time off package, including unlimited flexible vacation leave, 2 weeks sick leave, in addition to 13 paid holidays, winter holiday closure, and other PTO opportunities such as parental leave, volunteer time, and more
• Flexible spending account for medical and dependent care
• Short-term and long-term disability insurance
• Basic-term life and accidental death and dismemberment (ADD) insurance, with an employee buy-up option
• Additional benefits including work from home benefits, cell phone benefits, and fitness benefits

Equal Employment Opportunity Statement:

Voting Rights Lab is a non-profit organization that is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. Voting Rights Lab’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

Part of Voting Rights Lab’s mission is to ensure that people with records of arrest or conviction can vote. As such, we give full and fair consideration to all applicants, regardless of a past record of arrest or conviction.

Salary and benefits:

We value our staff by offering competitive pay and a comprehensive benefits package, detailed below.

The hiring range for the Special Assistant position is $70,000 to $88,000 per year. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s job-related knowledge, skills, and experience among other factors. The total compensation package may include the full range of medical, financial, and/or other benefits, depending on the level and position offered.

At this time, we provide the following benefits for eligible employees:

• Medical, dental, and vision insurance that is 100% employer funded
• 401(k) retirement plan, with up to 6% employer match
• Generous paid time off package, including unlimited flexible vacation leave, 2 weeks sick leave, in addition to 13 paid holidays, winter holiday closure, and other PTO opportunities such as parental leave, volunteer time, and more
• Flexible spending account for medical and dependent care
• Short-term and long-term disability insurance
• Basic-term life and accidental death and dismemberment (ADD) insurance, with an employee buy-up option
• Additional benefits including work from home benefits, cell phone benefits, and fitness benefits