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Executive Affairs and Operations Coordinator

3 months ago

Washington, United States The Voter Participation Center Full time

**About Us**

The Voter Participation Center (VPC) is the nation’s largest non-partisan, non-profit organization dedicated to registering and mobilizing voters from the New American Majority (NAM) - people of color, unmarried women, and young people - who make up the majority of the potential electorate, but have been historically underrepresented in political participation and power. Using direct mail, digital and social media outreach, guided by rigorous data science and experimentation, and working closely with a multitude of partner organizations, VPC connects with millions of voters each year, building the foundation for a more representative democracy. Over the past 20 years, VPC has helped more than 6.1 million people register to vote. VPC is driven by a commitment to constant research, testing, experimentation and evaluation, and thus offers many of the most cost-effective, proven, high-impact programs in the civic engagement field.

The Center for Voter Information (CVI) is VPC’s partner organization. It is a separate but affiliated 501(c)4 non-profit that works to engage both the NAM and members of the broader electorate who share its values.

VPC-CVI does not sponsor work visas for potential or hired employees under any circumstances.

**The Role**

VPC and CVI are seeking an Executive Affairs and Operations Coordinator who will provide executive administrative support to the President-CEO and Executive Vice President as well as overall end-to-end administrative support to the organization. In this role, we are looking for someone who is driven to get it right the first time, thinks logically and isn’t afraid to ask questions and is able to act independently while knowing when to ask for guidance or direction.

The Executive Affairs and Operations Coordinator will collaborate with and manage internal and external senior-level stakeholders to ensure the President-CEO and Executive Vice President’s time is used strategically and the office's day-to-day operations run efficiently and effectively.

This position will be based in Washington, D.C., where our staff work a hybrid schedule, coming into the office on Tuesdays and Wednesdays.

**Primary Responsibilities**

**Executive Administrative Support**:

- Manage all internal and external scheduling, contact inventory, organization of daily reading, and briefing materials for the President-CEO and Executive Vice President
- Facilitates the President-CEO and Executive Vice President's briefing process, including preparation for events, media appearances, and staff memos
- Book travel-related requests as needed, prepare travel itineraries, create travel meeting agendas, etc.
- Manages special projects and takes on additional responsibilities as needed to support the needs of the President-CEO and Executive Vice President.

**Office Operations**:

- Provides overall support for the general office, including making office supplies arrangements, greeting visitors, receiving mail, answering phone calls, and providing general administrative support to our staff
- Liaise with facility management staff and other consultants who support the organization's operations
- Partner with HR to update and maintain office policies as necessary and assist in the onboarding process for new hires
- Manage contract process for vendors, consultants, and partners
- Coordinates closely with other key points of contact for the senior leadership team to ensure alignment in scheduling, calls, and other events
- Coordinates weekly staff meetings, including working closely with various stakeholders to fulfill technology needs and support room set-up
- Plan or provide support to in-house or off-site activities like staff gatherings, conferences, speeches, and lunch and learns

**Must-Have Skills/Qualifications**:

- 1- 3 years of experience in support of a C-level Executive, government official or multiple stakeholders
- Consistently execute and manage high-quality work with multiple tasks and deadlines in a fast-paced, ever-changing environment
- A command and understanding of the following platforms: G-Suite and Zoom
- A sense of urgency is necessary, paired with the patience and flexibility to understand that not all demands are equal
- Well-developed interpersonal, verbal, and written communication skills
- Must be able to communicate information to all levels of the organization effectively
- Quickly determine which problems and challenges can be resolved independently versus those that require input and efficiency in resolution
- Experience working with sensitive and confidential information and the ability to exercise professional maturity

**Nice-to-Haves**:

- Experience working with issue-oriented organizations, on campaigns or with political committees or nonprofit organizations
- Experience with Asana (or other project management software), Slack, DocuSign, or Ring Central

**Salary and Benefits**

The salary range for this position is $52,849.69 - $63,975.94 an