Executive Assistant

Civitech is a public benefit corporation dedicated to creating a fairer and more equitable democracy by building the tools and infrastructure needed to increase civic participation, empower Democratic candidates to win, and support the success of progressive causes. Since our founding in 2019, over 500 partners—a range of nonprofit organizations, national political committees, and individual campaigns—have utilized Civitech’s tools to reach tens of millions of voters to help create a more equitable and progressive democracy.

Civitech is a remote-first company hiring within our current footprint of 30 states (AL, AK, CA, CO, DC, DE, FL, GA, HI, IL, IN, MA, MD, MI, MN, NC, ND, NH, NJ, NV, NY, OH, PA, SD, TN, TX, VA, WA, WI, WY). We maintain a physical co-working and collaboration headquarters in Austin, TX.

Our Commitment to Diversity & Representation:

It is structurally vital that our team reflects the rich diversity of the organizations and communities we seek to serve. We strongly and explicitly encourage women, people of color, LGBTQIA+ individuals, and members of other groups traditionally underrepresented in the technology sector to apply.

Our Core Values

• We act with Integrity – At Civitech, we hold ourselves to the highest standards and value open and transparent communications with all of our stakeholders. Our rigorous approach to product design, testing, and data science leads to accurate assessments of our outcomes and challenges us to constantly improve our tools.

• We are Changemakers – As a team, Civitech seeks to make transformational change in our democracy by eliminating obstacles meant to hamper contribution from every member of the community.

• We are Collaborators – Buoyed by our mission, we look for opportunities to partner with everyone committed to making democracy easier to participate in. We seek to understand the challenges our partners face and use our skills and creativity to help them solve them.

• We are Bold – We recognize that disruptive change won’t come with doing business as usual. Civitech seeks to revolutionize civic participation by bringing innovation and creativity to politics.

What You Will Do

This role sits within Operations and directly supports the COO while partnering primarily with leaders and team members across Civitech’s Go-to-Market organization and, where relevant, supporting company-wide leadership forums. Its purpose is to increase organizational capacity by protecting executive and team focus, strengthening meeting discipline, keeping information and unresolved work moving to resolution, and helping teams use established operating structures consistently.

This role reports to the Chief Operating Officer and does not currently manage any direct reports.

Executive Support & GTM Operations

• Manage the COO’s calendar and inbox with a strong understanding of priorities and where their attention is most valuable. Triage messages, surface priorities, help draft or coordinate responses, and track follow-up so important items do not fall through the cracks.

• Coordinate scheduling, meeting preparation, follow-ups, and day-to-day administrative needs while helping the COO stay ahead of commitments, deadlines, decisions, and unresolved items.

• Monitor key internal Slack conversations for questions, decisions, or issues that do not yet have a clear owner or resolution; route them to the right person, track follow-up, and help close the loop.

• Own preparation and coordination for recurring meetings within the COO’s scope, including GTM operating rhythms and company-wide leadership meetings: develop agendas with meeting owners, solicit agenda items and inputs, circulate agendas and materials in advance, monitor participation, and follow up on gaps, decisions, and action items.

• Apply and reinforce established meeting practices across the meetings and operating rhythms this role supports, including clear purpose, appropriate attendees, agendas, and expected outcomes; flag gaps and recommend improvements when existing practices are not working.

• Identify overlapping, duplicative, or newly created meetings and recommend when work could be combined, eliminated, or redirected into an existing meeting, workflow, or communication channel.

• Protect focus time for the COO and GTM leaders and help reduce unnecessary calendar fragmentation across the team.

• Capture key decisions, action items, owners, and follow-ups and route questions, updates, and decisions into the appropriate established channels and systems.

• Identify recurring friction, communication gaps, or inefficient patterns and partner with GTM leaders to continuously improve operating rhythms without creating unnecessary process or bureaucracy.

 

About You

We are looking for someone who brings:

• 3–9 years of relevant experience supporting an executive, senior leadership team, or complex cross-functional organization.

• Ability to independently manage and prioritize a high-volume daily workload with minimal supervision, consistently delivering reliable, high-quality work.

• Sound judgment about when to resolve an issue independently, when to involve the appropriate owner, and when to escalate a blocker or sensitive issue.

• Excellent written and verbal communication skills, including clearly communicating progress, risks, and status and maintaining useful documentation of processes, decisions, and work in progress.

• Confidence working with senior leaders and respectfully pushing back, asking clarifying questions, and reinforcing agreed-upon expectations.

• A proactive mindset: you notice problems, inefficiencies, and loose ends and take initiative to address them.

• Strong interpersonal skills and the ability to build trust across teams; you can enforce structure without making people feel policed.

• A high degree of discretion and sound judgment when handling sensitive executive communications and confidential information.

• Comfort working in a fast-paced, remote environment where priorities can change quickly.

• Strong systems thinking and an instinct for simplifying work rather than adding layers of process.

 

Additional Qualifications (desired but not required)

Additional experience that would be helpful includes:

• Experience improving meeting practices, team operating rhythms, or cross-functional workflows.

• Experience working in a remote-first organization.

• Familiarity with common collaboration and project-management tools such as Google Workspace, Slack, and Asana or similar systems.

Why Work At Civitech

• Medical, Vision, & Dental Insurance

• 401(k) plan

• Employee Stock Options

• Employer-paid Life Insurance

• Short/Long Term Disability Insurance

• Flexible Time Off & Paid Company Holidays

• Flexible Spending Account

• Parental Leave

• Flexible Schedules

• Professional Development Stipend

• Monthly Office Upkeep Stipend

Sponsorship: Civitech is unable to provide visa sponsorship at this time; all applicants must possess independent US work authorization.

Employment Eligibility: Civitech utilizes E-Verify to verify eligibility to work in the United States. This verification step occurs strictly after a formal offer has been extended and accepted, following the completion of Form I-9. Please find more information about our participation in this program here.

Equal Opportunity Employer: Civitech provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or protected veteran status, in strict accordance with federal, state, and local compliance standards.