Executive Assistant

Organizational Overview

Do you want to ensure that progressive organizations have access to the best possible data, technology, and technical expertise? Movement organizing and advocacy are more urgent than ever, and many organizations and activists cannot easily access the tools to scale their work.

Launched in 2018, The Movement Cooperative (TMC) is a nonprofit founded with the aim of creating a cooperative community addressing these structural challenges. Currently, our membership stands at nearly 80 national member organizations, 13 state-based member organizations, and over 1400 affiliate member organizations covered under our licenses. We leverage the collective purchasing power of our membership to secure cooperatively held data and technology licenses shared across membership and invest in common infrastructure like technical staff to support our members in their work. TMC is a member cooperative -- our board is primarily elected by and made up of representatives from our member organizations.

Position Overview

We are seeking an enthusiastic, agile, and experienced Executive Assistant to support the high-level administrative needs of our mission-driven organization. This role requires a professional who can handle complex scheduling, project management, and confidential tasks with the utmost discretion. The EA will act as a gatekeeper, liaison, and trusted partner, balancing both executive and operational needs to drive organizational efficiency and support strategic goals. The ideal candidate will be detail-oriented, proactive, and capable of anticipating the needs of the leadership team. The ideal candidate will balance their time providing high-level executive support to the CEO and supporting the administrative needs of the Operations Team. The Executive Assistant will report to the COO.

Responsibilities

• Calendar Management & Scheduling: Manage the complex and dynamic calendars of the CEO, coordinating internal and external meetings across multiple time zones. Prioritize meeting requests and ensure the leadership team’s time is used efficiently, making adjustments as needed to accommodate shifting priorities.
• Travel Coordination & Expense Management: Organize travel arrangements, including flights, accommodations, transportation, and itineraries. Manage related expense reports, ensuring all costs are documented and submitted in a timely manner.
• Document Preparation & Management: Draft, edit, and review correspondence, reports, presentations, and other documents on behalf of executives. Ensure all documents are prepared accurately, professionally, and in a timely manner, maintaining strict confidentiality of sensitive information.
• External Communications: Serve as the primary point of contact between the CEO and internal/external stakeholders. Respond to inquiries on behalf of the CEO, draft communications, and ensure messages are relayed promptly and accurately.
• Internal Communications: Monitor and manage all necessary communications channels (e.g, Slack) to ensure timely responses and information flow across teams; coordinate organization-wide communications for meetings, systems updates and staff-facing needs; and maintain proactive engagement to support efficient internal operations.
• Event Planning & Coordination: Organize and manage executive-level team off-sites and assist in the planning and execution of all staff in person events. Manage and collaborate with leadership on all logistical aspects of in-person gatherings, including venue booking, catering needs, technology setup, and materials preparation.
• Special Projects & Confidential Tasks: Lead or assist with special projects as directed by the executive team, conducting research, preparing briefings, and coordinating cross-functional efforts. Manage confidential tasks, ensuring discretion and attention to detail in all matters involving sensitive information.
• Operations & Systems Administrative Support: Coordinate and manage All Staff meetings, org-wide calendars, and communications; provide day-to-day administrative support on operational and internal tasks as needed.

Qualifications

Experience

• Minimum 5 years of experience providing executive-level administrative support to senior leadership, 2 years of which must have been within a fully remote workplace.
• Proven experience in handling confidential information with discretion and sound judgment.
• Demonstrated ability to build strong relationships with internal and external stakeholders.
• Experience coordinating travel and associated expense management
• Outstanding written and verbal communication skills, with experience drafting and editing documents for senior executives.
• Experience working in nonprofit and values-driven organizations

Skills

• Exceptional organizational skills, with the ability to manage multiple priorities, deadlines, and shifting demands.
• Ability to consistently hold and prioritize multiple tasks, calendars, and projects
• Ability to effectively manage competing priorities and deadlines
• Highly proactive and resourceful, with the ability to anticipate executive needs
• Ability to confidently navigate in a remote workplace
• Strong interpersonal skills across
• Strategic thinking and agile problem-solving mindset
• Capable of working both independently and collaboratively as part of a team
• Strong Proficiency in Slack, Google Workspace, Microsoft Office, Asana, Airtable, and macOS

We especially encourage applications from people who have any of these additional qualifications, which are preferred but not required:

• Familiarity with progressive movements and the advocacy space
• Demonstrated commitment to the vision and mission of our organization
• Commitment to diversity, equity, inclusion and accessibility
• Experience working in a unionized workforce.

Physical Requirements

• Prolonged periods of working on a computer

Location Requirements

• While TMC’s workplace is remote, we require staff members to reside in and work in the continental United States.

Benefits

The Movement Cooperative is dedicated to providing all employees a competitive salary, world-class healthcare, dental and vision benefits, retirement, unlimited paid vacation and sick days, flexible holidays, and all-staff holidays, remote virtual office, paid parental and adoption family leaves, and health and wellness benefits. The salary for this position is $85,000- $87,999. This is a full-time exempt position.

Next Steps

Please submit your resume and a cover letter detailing why you are interested in this role and your qualifications, in PDF format.

Here’s what you can expect from our interview process:

• Application Review
• Materials Submission
• Panel interview ~60 minutes
• Interview with COO ~30 minutes

Applications must be submitted by 6 pm ET on January 5, 2025.

We are looking to fill this position by mid-February 2025.

Note: TMC will be closed for winter break December 23, 2024–January 5, 2025.

The Movement Cooperative is an equal opportunity employer.

The Movement Cooperative recruits, employs, trains, compensates and promotes regardless of race, religion, color, national origin, sex, gender, gender identity, sexual orientation, citizenship status, disability, age, veteran status, and other protected status as required by applicable law.

At The Movement Cooperative, we have a clear vision: to be the organization where a diverse mix of talented people want to be, to stay and do their best work. We pride ourselves on bringing the best to our members, and we know our organization runs on the hard work and dedication of our passionate and creative employees.