Special Assistant (to the Chief Executive Officer)

The States United Democracy Center, a nonpartisan organization focused on the critical role states play in election protection, is hiring a Special Assistant to support the Chief Executive Officer (CEO).

About the Organization:

The States United Democracy Center is a nonpartisan organization advancing free, fair, and secure elections. We connect state and local officials, law enforcement leaders, and pro-democracy partners across America with the tools and expertise they need to safeguard democracy. We are guided by a bipartisan Advisory Board of former state and federal officials, issue experts, and law enforcement leaders from both major political parties who are committed to protecting the will of the people and the rule of law.

Job Overview:

The Special Assistant will provide substantive and administrative support to the CEO, including by preparing her for meetings and events, overseeing her schedule, assisting with project management, and drafting communications. Candidates currently based in or planning to move to the Boston Metropolitan Area are strongly encouraged to apply.

Responsibilities:

• Edit and draft written work product on behalf of the CEO.
• Prepare agendas, presentation materials, and background memos for meetings and events involving the CEO.
• Manage the CEO's calendar, including by scheduling internal and external meetings, media appearances, and presentations with a wide range of stakeholders.
• Manage select cross-departmental and special projects as requested by the CEO or Chief of Staff.
• Track key contacts and relationships, meeting requests, and CEO workflow.
• Maintain the CEO's task list and monitor the CEO's email inboxes to ensure deliverables and correspondence are made in a timely fashion.
• Book and coordinate all of the CEO's travel arrangements.
• Submit timesheets and expense reports on behalf of the CEO.
• With the Digital Team, maintain and update the CEO's social media accounts (including: X, Instagram/Threads, and LinkedIn).
• With the Chief of Staff, assist with planning and executing weekly calls, events, and meetings involving the CEO.
• Assist the Executive Team and Chief of Staff with stakeholder engagement and outreach, including to donors, staff, and board members.
• Oversee maintenance of the Boston office, including ordering supplies, coordinating in-person meetings and events, and other related tasks.

Minimum Requirements:

• Bachelor's degree.
• Minimum of 2 years of experience working in a public office, non-profit, advocacy organization, or similar environment.
• Superb attention to detail and organizational skills.
• Outstanding writing and editing skills.
• Excellent project management skills with the ability to effectively prioritize and mobilize appropriate resources to accomplish objectives.
• Ability to represent States United/the CEO with the utmost professionalism and polish when liaising with government officials, partner organizations, funders, and other external stakeholders.
• Outstanding judgment and discretion, especially when working with confidential and/or sensitive information.
• Superb critical thinking, problem-solving, research, and decision-making skills.
• Ability to work efficiently, creatively, and collaboratively with colleagues in a demanding and fast-paced environment.
• Display a positive attitude, show concern for people and community, demonstrate presence, humility, self-awareness, common sense, and good listening ability.
• Some evening and weekend work will be required.

Preferred Qualifications:

• Experience working with senior executives is a plus.
• Experience working on issues of election protection, voting rights, and/or democracy protection preferred.

We encourage individuals to submit their application for consideration even if they believe they do not have all of the preferred qualifications.

Travel:

• The location for this position is flexible, however, for those based outside of Boston, regular travel to Massachusetts for staff meetings and office-related tasks is required.
• Occasional domestic travel for events, meetings, and conferences is required.

Compensation and Benefits:

Salary will be between $63,000 and $70,000 commensurate to experience as well as 100% employer paid health, vision, and dental plans; matching retirement benefits; generous paid time off.

Our offices are located in Boston, MA, New York, NY, and Washington, DC.

This position will include flexibility to be remote.

States United Democracy Center is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law. Women, people of color, LGBTQ+ individuals, people with disabilities, and veterans are strongly encouraged to apply.