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Director, Executive Administration

extra holidays - extra parental leave
Remote: 
Full Remote
Contract: 
Full time
Work from: 
United States

Offer summary

Qualifications:

Associates or Bachelor’s Degree in Business Administration or equivalent., Minimum of 10 years in executive administrative support positions at the highest levels of an organization., Proficiency with Google Suite and online communication tools like Slack., Exceptional writing and verbal communication skills with a strong commitment to TSP’s mission..

Key responsabilities:

  • Manage the complex calendar and administrative needs of the President, including scheduling and travel coordination.
  • Serve as the primary point of contact for internal and external stakeholders, maintaining relationships with high-priority contacts.
  • Oversee communication and task management, ensuring timely responses and efficient use of the President's time.
  • Anticipate needs and challenges for the President, providing proactive solutions and managing urgent requests.

The States Project logo
The States Project SME https://statesproject.org/
51 - 200 Employees
See all jobs

Job description

Director, Executive Administration

Position:  100% Remote 
Location:  National. 100% Remote, with 5-10% of expected travel for in-person team meetings and events. 
Deadline to apply: March 21, 2025

Who We Are:

The States Project (TSP) connects the importance of state legislatures to every aspect of our lives and brings together communities to help build a healthy, sustainable, and prosperous future for all. Our electoral work focuses on winning governing majorities in the states by making state legislative campaigns more effective and better funded. Our policy work provides nonpartisan tools and resources that connect a diverse community of state lawmakers committed to improving lives for the people they serve.  We do it because we believe that state legislatures are the strongest force for change in this country.

We encourage you to find out more about our values here.

Position Details:

The Special Assistant to the President is responsible for managing the complex calendar and administrative needs of the President across The States Project and affiliated initiatives, including scheduling meetings,  coordinating travel, handling confidential information and being the primary point of contact for external and internal stakeholders. 

The position requires exceptional organizational skills, strong communication skills and the ability to work independently under pressure while maintaining discretion and confidentiality. Reporting to and working closely with the President, the primary responsibilities of this position are to manage the President’s priorities, own the executive and administrative functions listed below, and expand the reach and effectiveness of the President's time. The successful candidate will jump in to help where needed, building strong relationships, internally and externally, and exuding calm under pressure. 

Our ideal candidate is a highly-organized professional who has extensive experience in executive administration, with a special focus on executive-level support. This candidate will bring exceptional emotional intelligence, judgment, and clarity to the role and have a knack for juggling complex tasks and logistics, remaining steady and efficient, while keeping all trains on track. 

This is a full-time, exempt at-will position. The team currently operates remotely, with occasional in-person team retreats, etc. Some travel will be required. Additional evening and weekend hours are occasionally required to fulfill the duties of this position. 

What You Will Do:

Principal activities will include but not be limited to: 

Executive Support:

-Provide sophisticated calendar management for President by managing intricate, day-to-day scheduling for the President, coordinating professional and personal schedules.
-Maintain relationships for which the President is the primary point of contact for members of the organizations’ network, with focus on high-priority stakeholders and major gift donors and prospects.
-Serve as primary point-of-contact for internal and external constituencies on all matters pertaining to the President.
-Join meetings alongside the President as requested to assist with logistics, note taking, and strategically managing follow-up from each engagement.

Communication and Task Management:

-Screen and direct incoming messages, emails, and other communications, ensuring timely responsesManage internal and external communication, including liaising with board members, clients, partners, and vendors.
-Oversee list of content requiring review and approval by the President, intentionally building time into the schedule for content review requested by the team and needed by the President.
-Organize and prioritize tasks, ensuring the executive’s time is spent efficiently
-Establish and maintain collaborative working relationships with members of the team, external stakeholders, consultants, board members, and other constituents.

Problem Solving:

-Proactively anticipate needs and challenges for the President, providing solutions where necessary.
-Handle urgent requests, ensuring priorities are met and no details are overlooked.

Travel and Logistics:

-Manage travel arrangements for the President, including flight, hotel, and transportation bookings, restaurant reservations, and other concierge services as needed, often revising itineraries as needed when plans change in real-time.
-Track and timely process President’s monthly expenses and reconciliations, including managing aspects of budgets and corporate credit card programs.

Administration:

-Efficiently complete a broad variety of administrative tasks that facilitates the President’s ability to effectively lead the organizations.
-Complete additional special projects as requested by the President.

Qualifications:

-Associates or Bachelor’s Degree in Business Administration or equivalent
-Minimum of 10 years in executive administrative support positions at the highest levels of an organization 
-Capable of independently managing time and tasks associated with a fast-paced organization
-Clear communication skills that support internal and external stakeholders’ understanding of complex data findings
-Proficiency with Google Suite (Gmail, Google Calendar, Google Docs, Slides, etc.)
-Proficiency with Slack and other online communication tools.
-Ability to articulately explain our work and represent the organizations to external audiences
-Exceptional writing and verbal communication skills
-A strong commitment to TSP’s mission and goals. 
-A high level of emotional intelligence and people skills, with an emphasis on resilience. 
-Demonstrated capacity for discretion and for handling confidential information with care. 
-Proven experience managing a diverse portfolio of responsibilities with competing deadlines. 
-Excellent project management abilities, including creating timelines, budgets and reports.
-Rigorous attention to detail.

Desired Qualifications:

-Extensive experience with online expense management software (Abacus, Bill.com etc.)

Benefits:

The position offers a competitive benefits package. Benefits currently offered include 75% paid coverage of medical, dental, and vision for individuals and dependents, basic life insurance, an employee assistance program, unlimited PTO, 401(k) matching, annual professional development, wellness, and work-from-home stipends and paid family leave.

Compensation:

The salary range for this position is  $125,000 - $128,405,  per year*. Salary offers are made based on the market rate and the candidate's demonstrated level of proficiency, experience, and credentials.

*The pay rate or range noted for this position is in compliance with NYC’s Pay Transparency Act and other state and local laws. TSP does not discriminate based on gender, gender identity, sexual orientation, race, ethnicity, disability, veteran status, or any other characteristic protected by law.

TSP values diversity and strongly encourages women, individuals with different ethnic and racial backgrounds, sexual orientations, gender identities, abilities, religious beliefs, and military backgrounds to apply.

TSP complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact People & Culture,

What You Can Expect During the Recruitment and Hiring Process:

All applicants will submit a resume and cover letter. Selected applicants will be moved forward to a phone screen. The next steps will include interviews with leadership. 

Required profile

Experience

Spoken language(s):
English
Check out the description to know which languages are mandatory.

Other Skills

  • Social Skills
  • Detail Oriented
  • Communication
Are you interested?

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