Executive Assistant - Remote

About The Company

Civitech is a public benefit corporation committed to fostering a more equitable and participatory democracy. Since its inception in 2019, Civitech has dedicated itself to developing innovative tools and infrastructure that enhance civic engagement, empower Democratic candidates, and support progressive causes. The organization has successfully partnered with over 500 nonprofit organizations, national political committees, and individual campaigns, reaching tens of millions of voters and contributing to the creation of a fairer political landscape. As a remote-first company operating across 30 states, Civitech emphasizes diversity, inclusion, and collaboration, striving to reflect the communities it serves and uphold its core values of integrity, changemaking, collaboration, and boldness.

About The Role

The Civitech Operations Executive Assistant role is a vital part of the Operations team, directly supporting the Chief Operating Officer (COO). The primary focus of this position is to enhance organizational efficiency by managing the COO’s calendar, communications, and meeting preparations, ensuring that leadership remains focused on strategic priorities. The role involves coordinating cross-functional meetings, tracking action items, and streamlining communication channels within the Go-to-Market organization and broader leadership forums. This position requires a proactive, detail-oriented individual capable of managing a high-volume workload independently while maintaining discretion and professionalism. Although this role does not currently involve direct reports, it plays a crucial part in maintaining smooth operational workflows and supporting the company’s mission-driven initiatives.

Qualifications

• 3+ years of experience supporting executive leadership, senior management, or within a complex organization
• Proven ability to manage and prioritize a high-volume, dynamic workload independently
• Excellent written and verbal communication skills
• Strong judgment and decision-making abilities, especially regarding sensitive information
• Proactive approach with strong problem-solving skills
• Exceptional interpersonal skills with the ability to foster trust across teams
• Discretion and confidentiality in handling executive communications
• Comfortable working in a fast-paced, remote environment with shifting priorities
• Strong organizational skills and systems thinking, with a focus on streamlining workflows

Additional preferred qualifications include experience in improving meeting practices, familiarity with remote collaboration tools such as Google Workspace, Slack, and project management systems like Asana, and prior work in remote-first organizations.

Responsibilities

• Manage the COO’s calendar and inbox, prioritizing tasks and surfacing critical items for immediate attention
• Coordinate scheduling, meeting logistics, preparation, and follow-up activities to ensure efficient use of time
• Monitor internal communication channels, such as Slack, for questions, decisions, or unresolved issues, and route them appropriately
• Develop agendas, circulate materials in advance, and facilitate participation for leadership meetings and recurring operational rhythms
• Enforce and improve meeting practices, ensuring clarity of purpose, appropriate attendees, and actionable outcomes
• Identify overlapping or unnecessary meetings, recommending consolidations or eliminations to optimize team productivity
• Protect the COO’s focus time by managing calendar fragmentation and unnecessary interruptions
• Document key decisions, action items, and follow-ups, ensuring clarity and accountability across teams
• Partner with GTM leaders to identify operational inefficiencies and implement continuous process improvements

Benefits

• Medical, Vision, and Dental Insurance
• 401(k) Retirement Plan
• Employee Stock Options
• Employer-paid Life Insurance
• Short/Long Term Disability Insurance
• Flexible Time Off and Paid Holidays
• Flexible Spending Account
• Parental Leave
• Flexible Work Schedules
• Professional Development Stipend
• Monthly Office Upkeep Stipend

Equal Opportunity

Civitech is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We do not discriminate based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or veteran status. We strongly encourage women, people of color, LGBTQIA+ individuals, and members of other underrepresented groups to apply. All employment decisions are made based on qualifications, merit, and organizational needs, in compliance with applicable federal, state, and local laws.