Executive Assistant
Executive Assistant
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Job Description
Citizen University is seeking an experienced and detail-oriented Part-Time Executive Assistant to serve as the heart of our executive operations providing critical support directly to our Chief Executive Officer (CEO). This pivotal role ensures seamless management of the CEOs schedule correspondence and key relationships playing a crucial part in our organizational effectiveness and helping connect key dots for the staff team. We are seeking a teammate who enjoys bringing spirit and joy to every interaction whether setting up a complex travel itinerary or coordinating with our Board.
What Youll Do: Key Responsibilities
- Executive Support (75%)
- Master Calendar & Scheduling: Expertly manage and oversee the CEOs complex calendar and scheduling tracking all incoming requests and supporting preferred meeting rhythms.
- Travel Planning: Arrange intricate domestic and international travel logistics anticipating needs and ensuring smooth journeys.
- High-Level Correspondence: Draft and prepare diverse external correspondence on behalf of the CEO maintaining a professional and relational voice.
- Internal Coordination: Support the team by sharing key information about the CEOs meetings or upcoming events in channels like Slack and Salesforce
- Strategic Meeting Attendance: Occasionally attend essential meetings relevant to the CEOs schedule programmatic goals or fundraising commitments.
- Staff Operations Support (20%)
- Funder/Donor Stewardship: Track funder and donor communications for the CEO and Deputy Director in Salesforce supporting relationship stewardship through pre-meeting briefs and coordination with our Development Director.
- Program Invitation Support: Support select programs by shepherding program invitations sent by the CEO through processes developed by program staff.
- General Administration: Manage and route general email inquiries from our main organizational inbox and provide administrative support to other senior staff as requested.
- Development Reporting: Prepare quarterly reports for the Executive Team on prospect status open applications grants and individual donor contributions.
- Board Liaison (5%)
- Board Support: Provide general administrative communications and event planning support for our Board of Directors.
- Board Meeting Coordination: Coordinate Board Meeting scheduling putting together materials packets minute-taking and follow-up in collaboration with executive staff.
Who You Are: What Youll Bring
Were looking for someone with a proactive approach exceptional organizational skills and a desire to contribute to an organization working to strengthen civic health across the country.. Youre the kind of person who sees things that need to be fixed and you fix them an initiative taker who delights in taking care of the small details that make people feel supported and seen.
Your Skills & Experience:
- Proven aptitude for providing high-level administrative support and seamless operational coordination for senior leaders demonstrated by experience in roles that regularly managed complex schedules intricate travel arrangements critical communications and contributed to strategic operational support for a team or organization.
- Advanced-level proficiency in calendar management and complex scheduling including optimizing schedules across multiple time zones.
- Experience with arranging intricate domestic and international travel.
- Proficiency in Salesforce or other Customer Relationship Management software or willingness to learn proven experience with learning new software systems
- Exceptional written and verbal communication skills for high-level correspondence and brief preparation.
- A high degree of discretion and ability to handle confidential information with utmost integrity and heart.
- Proactive problem-solver who anticipates needs and takes initiative.
- Strong tech-savviness with virtual communication and collaboration tools (Slack Zoom Asana Google Workspace).
- Location based within the Pacific Time Zone (preferred)
- Experience with board relations/governance support (preferred)
- A background in non-profit/mission-driven organizations (preferred)
- Experience with small event coordination for high-stakes meetings or experience supporting multiple executives simultaneously (preferred)
Your Relational Strengths:
- Strategic Partner Mentality: Youre motivated to be a strategic partner to a visionary leader thriving on anticipating needs and taking initiative.
- Adaptable & Resourceful: You excel in a dynamic remote environment easily managing multiple priorities and deadlines. Youre ready to collaborate in multiple work styles and juggle things on a moments notice.
- Interpersonal Savvy: Strong interpersonal skills and cross-cultural communication skills for collaborating with diverse stakeholders (internal staff board of directors funders/donors).
- Professional & Poised: Consistently demonstrate a high level of professionalism in all interactions and communications.
- Values Driven: You appreciate a culture that values relationships and a positive spirit even in a remote setting. Youll find our team approaches our work with spirit joy and a deep responsibility to each other and the civic health of our nation.
Working at Citizen University:
At Citizen University we believe that diverse perspectives experiences and backgrounds are essential to our success. Therefore even if you dont check every item above if you feel excited and committed to jump into a team and role like this please still consider applying.
This is a Regular Part-Time Non-Exempt remote position. While primarily remote there may be occasional opportunities to travel to support the CEO when needed or attend in-person staff meetings(estimated 2% travel approximately 2-3 days per year). We prioritize the safety and comfort of our employees and will make reasonable accommodations to create the least restrictive work conditions possible.
Benefits that support our people: We offer a robust benefits package that includes health insurance coverage (including dental and vision with optional dependent additions) Flexible Spending Accounts an Employee Assistance Program Life Insurance Short-Term Disability a company match on 403(b) Retirement Plan eligible contributions plus the entire week between Christmas Eve and New Years Day and 10 additional holidays off. Youll also receive a MacBook Air a home office equipment and tech stipend and a professional development budget to help you grow.
Physical Demands: Youll primarily be in a stationary position often sitting for prolonged periods communicating with others and using computer screens. Occasional movement including travel and working in varied environments may be required.
To apply: Please complete your application on our career site. Candidates must be US-based and not require sponsorship for employment.
Application Deadline: We are accepting applications until August 17th. We anticipate a September 2025 start for this role.
Citizen University is an equal opportunity employer. We value equity justice & belonging on our team and seek to recruit and retain talented people who represent a variety of backgrounds and lived experiences. People from communities who have traditionally been underrepresented or have less access to power and opportunities are strongly encouraged to apply.
Required Experience:
Senior IC
Employment Type
Part-Time
