Position Description

Reporting to the Operations Director, the Executive Assistant provides a high level of support to both the Executive Director (ED) and the DC national office. This role comes with an exciting opportunity to support a new ED at an important moment of change for the organization. Given what is required in this transition, it is important that the person in this role be someone who shows up to work in positive, optimistic and creative ways. This person should be able to operate with flexibility, adapting to changing situations while consistently centering State Voices’ goals and values. Even in moments of stress, the person in this role should be able to both advance their work and understand and model that relationships are central to how we operate.

Must-Haves for the role:

  • Relationship-oriented
  • Adaptable
  • Systems thinker
  • Creative problem-solver
  • Sound judgment, tact, and discretion

Executive Assistant Responsibilities

  • Manage the Executive Director’s calendar and correspondence, including responding to all scheduling requests, letters, invitations, and managing travel arrangements;
  • Answer and manage incoming phone calls for the Executive Director;
  • Facilitate Executive Director’s fundraising work by conducting research and preparing materials for meetings with funders, managing follow up, reviewing and improving written communications and maintaining relationships with existing and potential funders and donors;
  • Conserve Executive Director’s time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information;
  • Provide general administrative support for the Executive Director and Operations Director such as the management and filing of monthly expense reports; filing, photocopying, etc.;
  • Assist the Executive Director with data entry pertaining to donor meetings, updates, etc. in EveryAction;
  • And other duties as assigned.

Office Assistant Support:

  • Maintain enthusiasm and help to de-escalate things in stressful situations
  • Receive and host in-person visitors to the DC office;
  • Monitor and respond to the organization’s general information email address;
  • Update internal operational procedure documents as needed;
  • Order, store, organize and maintain inventory for all office supplies and equipment;
  • Manage incoming and outgoing mail and packages;
  • Store, file and retrieve national documents and reports as needed;
  • Other related administrative duties such as photocopying, filing, and collating;
  • Provide logistical and coordination support to ensure the successful execution of staff meetings, convenings, board meetings, special events and conferences (e.g. perform set-up for videoconference and web-based meetings; organize pre-meeting materials, presentations and catering; attend pertinent in-person and phone/virtual meetings and record notes/transcribe minutes; track next steps and ensure that there is follow-through on them);
  • And other duties as assigned.

Qualifications/Profile elements:

  • Proficient in Microsoft Word, Excel, PowerPoint, Google Suite
  • HS diploma or GED
  • Previous experience providing Executive Assistant support is preferred
  • Slack and Zoom proficiency is preferred
  • Ability to balance competing priorities, complex situations and tight deadlines
  • Exceptional interpersonal communication skills
  • Strong organizational and project management skills
  • Strong verbal communication
  • Ability to proofread e-mails and other work documents for grammar and punctuation with a high level of accuracy
  • Ability to work collaboratively as well as in a self-directed way
  • Demonstrated attention to detail and follow-through

About State Voices:

Why We Exist

American democracy is being distorted and threatened by wealthy special interests that disproportionately impact public policy, and negate the power of individual advocacy. Deliberate obstacles are being placed on voter access, along with gerrymandered districts to thwart fair representation that accurately reflects the changing US demographics. These regressive tactics are making it increasingly difficult to engage a diverse citizenry necessary for a government of the people, by the people and for the people to flourish.

This systemic, relentless disenfranchisement mainly targets communities of color, along with young adults, LGBTQ people, and single women. As a result, these populations collectively register to vote, and participate in the electoral process at lower rates when compared to the general population. Cloaked in the false rhetoric of election integrity, 24 states have passed laws making it harder for these populations to vote since 2011. Constituent cynicism is reflected in dismal approval ratings for politicians generally speaking, and the legislative branch in particular. Too many lack faith that our electoral system wants to address their community needs and interests.

What We Do

Despite this bleak outlook, State Voices is motivated to respond to this full assault on our democracy, and mount campaigns that galvanize people to act with the same fervor as the opposition. To do so, our approach to Civic Engagement will be revolutionized to meet the moment. State Voices plays a crucial role as the strategic and shared resources hub; or, the national backbone organization in this model. With a network commitment to Integrated Voter Engagement  – the seamless and continuous coordination of electoral, base-building, and issue advocacy strategies – our 23 State Tables and more than 900 network partners produce more life long voters, increased capacity of community-based organizations and their leaders, and win on issues that affect impacted communities.

State Voices is presently positioned to offer support and solutions in three core areas: Capacity BuildingTable infrastructure; e.g. leadership development – expanding the skill base of local leaders from impacted communities to build their power base and achieve their objectives; and, resource development; Data & Technology – upgraded design of tools and programs to meet the needs of 21st-century organizing; Strengthening Democracy – Civic Access, Civic Engagement and Civic Representation  –  defending and expanding voting rights; coordinating voter registration, turnout, and voter protection, and fighting for full representation through census and redistricting.

Who We Are

State Voices is a national network of permanent, nonpartisan, state-based coalitions, or Tables, working year-round to create a more accessible, inclusive, and representative democracy. At the helm is Alexis Anderson-Reed, a rising leader in the social justice movement, whose career has been dedicated to community organizing, coalition building, public policy, and strategic planning in the context of racial equity and the politics of power and privilege.

To apply:

Include Executive Assistant in the subject line and email your resume, cover letter, and salary requirements to [email protected].

Compensation: Salary range is $50,000-$65,000/year. Compensation is commensurate with experience and qualifications. SV provides a competitive benefits package which includes medical, vision, dental, 401(k).

This position reports to the Operations Director and is based in Washington, DC. Some travel required.

State Voices is an equal opportunity employer. Qualified individuals are encouraged to apply without regard to race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.