Administrative Assistant, Program Team

Voting Rights LabVoting rights advocacy

Remote, US-based, Multiple time zonesFull-TimeJunior

Salary30 - 35 USD per hour

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Job Details

Have at least two years of administrative experience in a fast-paced organization, preferably advocacy, nonprofit, or campaign-focused.
Have provided direct administrative, executive, and operational support, such as complex calendaring, travel coordination, and operational or project support for leadership and teams.
Demonstrate strong organizational and time-management skills and complete routine and urgent tasks thoroughly and on time.
Be detail-oriented, self-motivated, and able to adjust to shifting priorities and work independently in a fully remote environment.
Anticipate logistical challenges, calendar conflicts, and gaps, and address them proactively.
Demonstrate strong interpersonal, verbal, and written communication skills, including providing status updates and asking clarifying questions.
Handle sensitive or confidential information with discretion.
Be proficient with Slack, G Suite (Docs, Sheets, Slides), Adobe Acrobat, and Zoom.
Preferred: Experience with Salesforce or a similar CRM.
Preferred: Experience working within or alongside both 501(c)(3) and 501(c)(4) entities.
Preferred: Practical experience using AI tools such as Claude, Gemini, or ChatGPT to streamline work and improve accuracy.

Manage complex calendars for program leadership and staff across multiple time zones, proactively resolving scheduling conflicts and logistical roadblocks.
Schedule internal and external meetings, prepare materials and agendas, send calendar invites, and take notes with assigned action items.
Plan travel arrangements, including itineraries, bookings, briefing materials, and expense documentation.
Complete timesheet entry and credit card expense reconciliation for program leadership.
Assist with slide decks and program project summaries for partners and external stakeholders.
Establish and maintain tracking systems and summarize program impact results.
Set up, test, and coordinate program and partner webinars.
Manage subscriptions to media outlets and other platforms used across program teams.
Provide planning and administrative support for virtual team events, retreats, and organizational initiatives.
Improve administrative workflows and support document retention and Google Drive organization across program departments.

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