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Project Assistant

2 months ago

Washington, United States States United Democracy Center Full time
Job DescriptionJob DescriptionSalary: 57,000

States United Democracy Center, a nonpartisan organization focused on the critical role states play in election protection, is hiring a Project Assistant (Operations) to support the work of the Operations Department. 


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 Project Assistant (Operations) will principally support the Chief Operating Officer, while providing secondary support to other members of the Operations team, and the wider organization as needed. The Project Assistant (Operations) provides critical support to the Operations team, assisting with key areas including financial oversight, contracting, IT services, Human Resources support, development, compliance and staff development and support. The Project Assistant (Operations) will support the team with scheduling, meeting agendas, event support, and research. This position also serves as the principal contact for the organization with external consultants on IT and cyber support, and provides basic IT and website support to the States United team. The Operations Project Assistant will also serve as the key support for the DC office, helping to ensure proper office management and oversight.


Responsibilities:

  • Provide full range of administrative support for COO, including maintaining file systems, scheduling meetings, and maintaining Outlook calendars.
  • Prepare background materials, agendas, and memos for all COO meetings and activities. 
  • Take notes at meetings and assist COO with items requiring follow up.
  • Track and monitor contracts and other documents; assist COO in contract drafting and amendments. 
  • Assist Operations team in tracking contracts and budget process and documents.
  • Provide support for the HR team in hiring and other processes.
  • Maintain and update file systems for organization’s documents, including data entry and Sharepoint and Microsoft systems oversight and administration. 
  • Create and utilize spreadsheet, graphic, and database software programs. 
  • Collaborate with COO and others to manage all organizational events and activities hosted in the office or online; this includes serving as point person and coordinator for all staff retreats. 
  • Maintain travel itineraries; assures that travel arrangements, security requirements, and administrative support are properly accomplished; coordinates all necessary forms.  
  • Serve as the liaison with IT and cyber consultants.
  • Conduct basic website updating and maintenance.
  • Serve as DC office manager, including liaising with building owner/manager on any office issues, ensuring proper key fob access/tracking, ordering and maintaining supplies, and being in office for any meetings and/or events.
  • Format, proofread, and fact check research, reports, and other materials. 
  • Exercise good judgment in assessing priorities and working with confidential information. 
  • Manage multiple, competing, and dynamic requirements with efficiency, attention to prioritization, detail orientation, and execution. 
  • Manage organizational mail, including all incoming and outgoing mail/packages such as supplies, gifts, and other items. 
  • Visit the bank and office on an as needed basis for the organization.


Minimum Requirements:

  • Bachelor’s degree required. 
  • Knowledge of Microsoft office suite including use of Excel. 
  • Knowledge of basic website design and ability to complete back-end updates.
  • Ability to use sound judgment and discretion in order to work appropriately with confidential and/or sensitive information. 
  • Demonstrate strong critical thinking, problem-solving, research, and decision-making skills, and have an outstanding attention to detail.  
  • Strong written and communications skills.
  • Ability to work nimbly and collaboratively with colleagues in a demanding and fast-paced environment.  
  • Display a positive attitude and demonstrate concern for people and community, self-confidence, common sense, good listening ability, and a collaborative attitude.
  • Some evening and weekend work is required.  
  • Ability to work in the DC office on a regular basis.

 

Preferred Qualifications:

  • One year of experience working as an assistant or in a support role.
  • Experience working with senior executives is preferred. 
  • 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.


This position will be located in Washington DC, with a hybrid work schedule.


Compensation and Benefits:

Salary for this position will be $57,000.

Benefits include 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.  


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.