Executive Assistant

About Galvanize USA:

Galvanize USA is a nonpartisan civic empowerment program with a mission to build an America that works for everyone. The division in politics today is causing more and more women to step back from civic engagement. We believe there is a different way forward – one that is rooted in meaningful connection and where we get the support we need, feel less alone, and learn & grow together. We use data-driven research to support our audience in building strong communities, defending against disinformation, and meaningfully engaging in civic life. To learn more, visit galvanizeusa.org.

Employees of Galvanize USA also work part-time for a coordinated 501(c)(4) project, Galvanize Action. Galvanize Action identifies, engages, and moves moderate women in rural, small town, and suburban America to reliably support progress. To learn more, visit galvanizeaction.org.

About the Position:

Galvanize USA is seeking an Executive Assistant to the Executive Director. This role is a crucial partner to our dynamic, driven Executive Director, supporting her in anything and everything, including: scheduling, donor relationships, inbox management, travel logistics, and writing & managing correspondence. We’re looking for a person with incredible attention to detail, who will provide the follow-through and execution that powers the Executive Office. This is a unique opportunity for someone with an interest in progressive power building and non-profit operations to have behind-the-scenes access.

The Executive Assistant will report directly to the Manager of the Office of the ED, who formerly held this role, with regular support from the Chief Operating Officer. They will interface regularly with the Senior Leadership Team.

Responsibilities:

• Executive Support
  • Maintain and coordinate the Executive Director’s calendar to reflect strategic priorities, including initiating and coordinating internal & external meetings
  • Monitor Executive Director’s email inboxes to ensure priority messages are addressed and routed on a timely basis
  • Support the Executive Director to prepare for meetings, events, and other initiatives by coordinating supporting resources, making direct requests of others at all levels within the organization, and blocking the necessary time
  • Handle routine correspondence, invitations, and materials for speaking engagements
  • Manage travel arrangements
  • Triage deadlines, provide project management and administrative support on all manner of deliverables, particularly operational (for example: time sheets, expense reports, Asana boards)
  • Staff Executive Director at meetings as necessary to take notes, manage tech, and coordinate follow up tasks
• Development
  • With the Development team, support the Executive Director’s donor stewardship and cultivation responsibilities
  • Update and maintain the development database with contact information, contribution records, and correspondence
  • Ensure that timely updates are communicated between the Executive Director and the full development team
• Board Management, in conjunction with the Manager, Office of the ED
  • Serve as the primary point of contact for the organization’s Advisory Board and convene the group quarterly or as needed
  • Support the Executive Director’s participation in external boards and committees
• Miscellaneous
  • Coordinate logistics for Galvanize-hosted events and meetings
  • Respond to or appropriately route info@ inquiries in a timely manner
  • Manage the “swag” closet, ensuring Galvanize-branded gear is in stock and shipped as appropriate
  • Maintain office efficiency by managing office systems and ordering supplies
  • All employees of Hopewell Fund are required to complete timesheets every two weeks
  • Perform other duties as needed

This may be a job for you if…

• You are incredibly organized, you see what’s needed, proactively come up with solutions, and adapt with ease (some may even describe you as “unflappable”)
• You have a track record of developing and maintaining cooperative working relationships with and among a diverse group of stakeholders
• You have high emotional intelligence and excellent, direct communication skills
• You are someone who brings joy, laughter, and positivity to the work
• You thrive in feedback-forward environments
• You are committed to understanding race, class, gender, and other equity issues as part of your work as well as the impact these structural issues have on our collective work environment
• You are reliable and trustworthy, especially with confidential information, and have managed high-stakes relationships with professionalism
• You have managed complex and complicated situations with grace and confidence
• You have a history of getting things done with a can-do attitude
• You have a passion for politics and a commitment to our mission of unlocking the power of women to advance progress for all

Required Knowledge, Skills, and Abilities:

• Based in Seattle, WA and able to work in-person from Phinney Ridge/Green Lake 3-5 times a week
• Confidence with our tech stack: Asana (or similar project management tools), G Suite, NGP VAN/EveryAction, Slack, and Zoom
• Open to traveling monthly

Valued and Non-Essential Characteristics

• Previous experience as an Executive Assistant or Scheduler
• Previous experience on a campaign or similar fast-paced environments

Location: Seattle, Washington (hybrid, 3 days/week)

Reports to: Manager, Office of the Executive Director

Travel: 1-4 times/year

Hours per week (average): 40

Overtime Status: Non-Exempt