Reporting directly to one Co-Executive Director, with oversight by the other Co-Executive Director, the Confidential Assistant is responsible for helping our two Co-Executive Directors manage their time and activities; to successfully lead the organization, making them, and the Indivisible Project as a whole, more effective and efficient.
A successful candidate for this role will be a proactive, highly organized problem-solver with exceptional communication skills and an ability to anticipate the needs of the Co-Executive Directors. Given the need to proactively plan for and engage in sensitive meetings and communications and with high-level staff, board members, partners, donors, and media, they must demonstrate the utmost discretion, maturity, and professionalism in handling sensitive information and confidential matters, maintaining trust and sound judgment at all times.
Thriving in a fast-paced environment, they will manage complex schedules, sensitive communications, and competing priorities with precision and care. Success in this role will depend on building strong relationships—internally with staff and externally with partners—while upholding confidentiality and demonstrating a deep commitment to the Indivisble’s mission and a flexible, solutions-oriented mindset.
Starting salary is $66,650. While this position is remote, we prefer someone based in the Washington, DC area. Due to the confidential nature of this position, it is a non-union position.
- Meeting Preparation and Follow-up - 25%:Draft agendas, prepare briefing materials, take minutes, and track action items to completion. Including in confidential spaces such as board meetings, finance meetings, donor meetings, and senior team programmatic meetings.
- Scheduling and Calendar Management - 25%:Prioritize and coordinate complex calendars, manage high-level meetings, calls, and events. Plan detailed travel arrangements, itineraries, and accommodations for travel.
- Stakeholder Management - 20%:
- Serve as a key point of contact between the Executive Director, senior staff, and managers, facilitating seamless communication. Support donor relations, partner coordination, and external communications on behalf of the Executive Directors.
Document and Data Organization - 15%:- Maintain confidential files, reports, and organizational documents, ensuring timely access and security. Support on completing and filing monthly expense reports and time tracking, as well as regular contracts.
Research and Special Project Support - 15%: - Conduct background research on policy issues, stakeholders, and relevant organizations to inform decision-making. Assist in managing special initiatives, events, or campaigns in collaboration with leadership and staff teams. Provide flexible support on high-priority projects requiring both confidentiality and/or a quick turnaround. Examples include donor briefings, social media support, or sensitive internal organizational projects.
- Professional Experience: 3–5 years of experience providing executive or administrative support in a fast-paced, high-level environment (nonprofit, political, or similar sectors preferred).
- Discretion and Confidentiality. Demonstrated ability to handle sensitive information with absolute discretion, professionalism, and sound judgment.
- Relationship Management. Strong interpersonal skills to liaise effectively with internal staff, external stakeholders, and leadership.
- Organizational and Time Management Skills. Proven ability to manage complex schedules, prioritize competing demands, and meet tight deadlines with precision and efficiency.
- Communication Skills. Exceptional written and verbal communication skills; ability to draft professional emails, memos, and reports with a high degree of clarity.
- Adaptability and Proactivity. Ability to anticipate needs, think ahead, and solve problems with minimal guidance.
- Research and Analytical Skills. Experience conducting background research on policy, political issues, or organizational priorities to inform decision-making.
- Education. Bachelor’s degree or above.
- Experience in Nonprofit or Political Sectors. Background supporting senior leaders in national nonprofit, advocacy, campaign, or political environments.
- Technical Proficiency. Experience with Google Office suite for content production and data management.
- Project Management Experience. Familiarity with coordinating initiatives, tracking deliverables, and working on high-impact projects.
- Policy or Issue Familiarity. Knowledge of political landscapes, policy issues, or advocacy campaigns relevant to the organization’s mission.
- Event Support. Experience coordinating logistics for meetings, retreats, or fundraising events.
