Executive Assistant to the CEO

Position Summary

The Executive Assistant is responsible for providing high-level proactive administrative and operational support directly to the CEO of Victory Field Operations serving as the organizational engine behind her daily schedule communications and priorities. This role demands an exceptional level of discretion anticipatory thinking and precision as the CEO depends on this position to manage the complexity of running a fast-paced multi-project field operations firm with accuracy and calm professionalism. The Executive Assistant must be local to the Webberville Michigan area available to work closely alongside the CEO in person and capable of independently managing competing demands while keeping leadership focused prepared and ahead of every deadline.

About Victory Field Operations

Victory Field Operations is a data-driven field operations firm dedicated to delivering ballot access petition management signature verification fraud detection door-to-door canvassing get-out-the-vote programs and recount operations for campaigns and causes that cannot afford mistakes. Founded to fill a critical gap in the political field operations industry the company partners with candidates ballot initiatives party organizations PACs and civic engagement programs to design deploy and defend high-integrity field programs statewide and nationwide. Victory Field Operations combines documented standard operating procedures rigorous quality controls daily performance reporting and zero-tolerance fraud detection to deliver results that are not only measurable but fully defensible under scrutiny. Built on a foundation of integrity discipline accountability and transparency the company runs field operations like a professional organization with scorecards audits corrective action systems and chain-of-custody documentation that protects every clients timeline and credibility.

Compensation & Benefits

Base Salary

$60000 $65000 (based on experience)

Employment Classification

Full-Time On-Site (Webberville MI headquarters)

B

Meghan Reckling Chief Executive Officer

B

Standard business hours with flexibility during high-activity campaign cycles; occasional after-hours availability when genuinely necessary

Target Start Date

As soon as the right candidate is identified

Compensation confirmed by VFO leadership at $60000$65000 (weekly call July 2026). Benchmarked against the 2026 Michigan market in Tab 2. Final benefits package to be confirmed by VFO leadership.

Non-Negotiable Traits

This role is defined less by software checklists and more by behavioral non-negotiables. The successful candidate becomes an extension of the CEOs decision-making and consistently demonstrates:

• Ownership takes complete ownership of outcomes without being asked and solves problems before escalating them.
• Speed thrives in a fast-moving environment switches priorities multiple times a day and is energized rather than overwhelmed by urgency.
• Organization keeps calendar inbox meetings travel projects and follow-up flawless; never lets details fall through the cracks.
• Communication exceptionally strong written communication; can draft correspondence that sounds like the CEO; professional but warm.
• Confidentiality can be trusted with absolutely everything including political strategy HR financial legal and personnel matters.
• Anticipation thinks two or three steps ahead and identifies conflicts before they become problems.
• Accountability welcomes feedback does not become defensive and fixes mistakes immediately.
• Technology learns new software quickly is comfortable with AI and is highly proficient with Google Workspace Microsoft Office and project-management tools.

Success Looks Like

• The CEOs schedule communications and priorities are managed with consistent precision allowing her to operate at her highest level without administrative friction or missed commitments.
• Complex logistics travel arrangements and multi-stakeholder coordination are handled proactively and completely with every detail confirmed prepared and ready before the CEO needs it.
• A depth of familiarity with the CEOs preferences working style and priorities enables the Executive Assistant to act on her behalf with confidence accuracy and sound independent judgment.
• Sensitive business information internal communications and confidential matters are handled with the utmost discretion and professionalism at every level of the organization.
• The CEO consistently feels organized supported and ahead of her commitments because the Executive Assistant anticipates needs before they surface and resolves issues before they escalate.

Objectives & Key Responsibilities

• Manage the CEOs calendar with precision scheduling and prioritizing appointments meetings client calls and travel while proactively identifying and resolving conflicts before they arise.
• Draft review proofread and send professional correspondence and emails on behalf of the CEO ensuring accuracy clarity and alignment with her tone and intent.
• Coordinate all domestic travel logistics flights hotels ground transportation and detailed itinerary management ensuring every element is confirmed and documented in advance.
• Prepare the CEO for meetings by researching attendees compiling briefing materials organizing agendas and ensuring she has all necessary context to engage effectively.
• Track action items follow-up commitments and open priorities across the CEOs workload proactively surfacing items that require her attention and keeping stakeholders informed.
• Manage and organize the CEOs inbox using consistent filing flagging and response protocols so high-priority communications are addressed promptly and nothing falls through the cracks.
• Coordinate internal and external meetings end to end scheduling logistics material preparation note-taking and timely distribution of follow-up summaries and action items.
• Handle confidential company information personnel matters and sensitive business communications with the highest level of integrity discretion and professionalism at all times.
• Support the CEO with special projects strategic initiatives and ad hoc research delivering organized well-structured information that enables faster more confident decision-making.
• Manage vendor relationships service-provider communications and general administrative operations for VFOs headquarters keeping the office organized stocked and running efficiently.
• Maintain clean accessible digital and physical filing systems for the CEOs documents contracts correspondence and records ensuring easy retrieval and consistent version control.
• Serve as the primary point of contact and gatekeeper for the CEOs office professionally screening and routing calls visitors and requests in alignment with her schedule and priorities.

Competencies

• Anticipatory Thinking identifies the CEOs needs upcoming conflicts and emerging priorities before they surface and acts proactively rather than waiting to be directed.
• Organizational Excellence maintains impeccable order across calendar communications documents and priorities building systems that ensure nothing is lost missed or overlooked.
• Discretion and Confidentiality handles sensitive business information personnel matters and internal communications with unwavering professionalism.
• Written Communication produces polished accurate correspondence meeting summaries and briefing documents that faithfully reflect the CEOs voice and intent.
• Time Management manages a high volume of competing tasks and shifting priorities without losing focus or composure consistently meeting deadlines.
• Attention to Detail reviews schedules travel correspondence and materials with precision to catch errors before they reach the CEO or an external stakeholder.
• Relationship Management builds professional trust-based relationships with team members clients vendors and partners representing the CEOs office with warmth and credibility.
• Problem Solving- resolves logistical challenges and operational issues independently escalating only when the CEOs direct involvement is truly necessary.
• Adaptability- responds calmly and effectively to last-minute changes and urgent requests without sacrificing quality or professionalism.
• Judgment and Decision-Making- exercises sound context-aware judgment knowing confidently when to act independently and when to consult.
• Professionalism- represents the CEO and VFO with the highest standard of conduct presentation and communication in every interaction.

Education and Experience

• High school diploma or equivalent required; bachelors degree in Business Administration Communications or a related field preferred.
• Minimum 3 years of experience as an Executive Assistant Personal Assistant or senior administrative support professional supporting a C-suite or senior executive.
• Demonstrated ability to manage complex high-volume calendars and multi-party scheduling across competing priorities.
• Experience coordinating domestic travel logistics including flights accommodations and full itinerary preparation.
• Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) and Google Workspace (Gmail Calendar Drive Docs).
• Strong written communication skills with experience drafting correspondence and preparing briefing materials on behalf of executive leadership.
• Experience in a fast-paced small-business or entrepreneurial environment strongly preferred.
• Prior experience supporting leadership in political campaigns field operations government relations or public affairs is a plus but not required.
• Must reside locally in or around Webberville Michigan and be available to work on-site at VFO headquarters.

Physical Requirements

• Able to remain seated at a workstation for extended periods while managing calendars correspondence and administrative tasks.
• Able to travel locally and occasionally out of state to support the CEOs schedule and organizational commitments.
• Able to operate standard office equipment including computers multi-line phone systems and printers.
• Able to lift and carry files office supplies and materials weighing up to 20 pounds on an occasional basis.
• Able to maintain sustained focus and attention to detail across long working hours particularly during high-activity campaign cycles.

Commitment to Diversity

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce Victory Field Operations recognizes that a diverse staff reflective of our community is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race color religion age national origin gender gender identity sexual orientation or disability and actively foster inclusion in all forms - both within our company and across interactions with clients candidates and partners.

If this position caught your eye send us your resume!For best consideration include the job title and the source where you found this position in the subject line of your email to Already a Victory Field Operations candidate Please connect directly with your recruiter to discuss this opportunity.

Work Location: In person