October 4, 2019

Civitas Seeks Executive Assistant/Project Coordinator for Washington, DC Office

OPEN POSITION: EXECUTIVE ASSISTANT/PROJECT COORDINATOR

Civitas Public Affairs Group is a values-based public affairs firm that delivers winning advocacy campaigns for our clients and the communities they serve. We enlist experts, leverage relationships, and build coalitions to address some of the most pressing political and societal challenges of our day.

Our bipartisan firm brings proven experience developing innovative advocacy campaigns to win substantive policy change at the local, state, and national levels. With offices in Washington DC, New York City, Denver and Boston, we work closely with the nation’s leading philanthropists, non-profit organizations, and movements to substantively impact progressive issues and causes.

We are looking for an Executive Assistant/Project Coordinator to join our winning team in Washington, DC.

POSITION SUMMARY

The executive assistant/project coordinator acts as a gatekeeper for members of the senior management team. They are responsible for oversight and coordination of all activities related to the Civitas’ Washington, D.C. office including strategic scheduling; booking travel for members of the senior management team; managing logistics related to staff meetings; monitoring and ordering supplies; and ensuring guests and clients feel welcome, comfortable, and supported while in our office. At times, the executive assistant/project coordinator will also be included on client work to support the leadership team in strategy development, project management, and implementation of client work plans.

Some of our current and former clients include CityHealth, Campaign Legal Center, National Immigration Law Center, National Council for Behavioral Health, Citizens for Responsible Energy Solutions, Year Up, Alliance for Safety and Justice, Center for Secure and Modern Elections, the National Institute for Reproductive Health, and more.

Civitas Public Affairs is committed to creating a dynamic, multi-cultural, and diverse work environment. Candidates of color and of diverse backgrounds are encouraged to apply. Civitas Public Affairs is an equal opportunity employer.

Candidates can submit their resumes to the attention of Alicia Diaz at email hidden; JavaScript is required.

RESPONSIBILITIES

Administrative

  • Strategically prioritize and schedule meetings, calls, appointments, as well as arrange the travel and accommodations for members of the senior management team;
  • Submit expense reports and PTO requests on behalf of management team members;
  • Field, assess, and respond to requests and inquiries from clients and staff;
  • Oversee the logistics for all staff meetings; and
  • Prepare daily scheduling/update report for senior staff.

Program Support

  • At the request of senior staff, help with basic research, client projects, and other tasks as assigned;
  • Assist DC leadership team in managing projects, workflow, timeframes, and deliverables;
  • Perform confidential and thorough research and data collection as requested; and
  • Compile notes and key action items from client meetings as requested.

Office Administration

  • Work with property managers regarding general maintenance, including security, wiring, HVAC, lighting, etc.;
  • Work with Civitas vendors to ensure computer, printer, website, listserv, mobile phone, office phone, and internet services are working properly;
  • Troubleshoot and oversee resolution of IT issues in the DC office; and
  • Monitor and ensure adequate office supplies.

Office Guest Support

  • Prepare the office in advance of client meetings and clean up during/after meetings, securing room reservations as needed;
  • Welcome guests and ensure they have the resources they need while in our office; and
  • Manage catering or other needs while guests are in the office.


QUALIFICATIONS

  • One to two years of administrative experience preferred;
  • Bachelor’s degree;
  • Intermediate skill level in Microsoft Word, Excel, PowerPoint and Outlook as well as Google Suite, including Google Calendar, Google Docs, and Google Sheets required;
  • Strong organizational skills and attention to detail;
  • Excellent interpersonal and communication skills – verbal communication, written, analytical skills, including proofreading skills;
  • Professional appearance and ability to maintain the confidentiality required of the organization;
  • Ability to establish and maintain effective working relationships with other employees, clients and client staff;
  • Must be a self-starter with the ability to take initiative, be able to work independently, and be a team player;
  • Ability to work well under pressure to meet deadlines, multi-task, make sound judgments, and prioritize work assignments;
  • Commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts;
  • Demonstrate a commitment to diversity within the office using a personal approach that values all individuals and respects differences in regards to race, ethnicity, age, gender identity and expression, sexual orientation, religion, ability, and socio-economic circumstance; and
  • Strong interest in politics and social justice issues preferred.


WORKING CONDITIONS

  • Standard office environment.
  • Minimal travel with potential for more over time.
  • The position is based in Washington, D.C.

 

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