Executive Assistant, Operations

About The Company Civitech is a public benefit corporation committed to fostering a more equitable and participatory democracy by developing innovative tools and infrastructure that enhance civic engagement. Since its inception in 2019, Civitech has partnered with over 500 organizations, including nonprofit entities, national political committees, and individual campaigns. These collaborations have enabled Civitech to reach tens of millions of voters, contributing to a more inclusive and progressive democratic process. The company operates as a remote-first organization across 30 states, with a physical headquarters located in Austin, Texas. Civitech values diversity and actively encourages applications from women, people of color, LGBTQIA+ individuals, and other underrepresented groups to ensure its team reflects the communities it serves. About The Role The Executive Assistant to the Chief Operating Officer (COO) at Civitech plays a vital role in supporting the organization’s operational efficiency. This position is primarily responsible for managing the COO’s calendar, coordinating meetings, and ensuring effective communication across teams. The role involves partnering closely with the Go-to-Market (GTM) organization and other leadership forums to streamline workflows, protect executive focus, and enhance meeting discipline. The Executive Assistant will serve as a key point of contact for internal communications, monitor ongoing projects, and facilitate the resolution of operational issues. This is a remote position that reports directly to the COO, with no direct reports at this time. Qualifications 3-9 years of experience supporting senior executives, leadership teams, or complex organizationsProven ability to independently manage a high-volume workload with minimal supervisionExcellent written and verbal communication skillsStrong judgment and discretion when handling sensitive informationProactive approach to identifying and resolving operational inefficienciesAbility to build trust and collaborate effectively across teamsComfortable working in a fast-paced, remote environment with changing prioritiesStrong organizational skills and systems thinkingExperience with collaboration and project management tools such as Google Workspace, Slack, and Asana (preferred) Responsibilities Manage the COO’s calendar, inbox, and prioritize commitments to maximize productivityCoordinate scheduling, meeting preparation, follow-ups, and day-to-day administrative tasksMonitor internal communication channels, route questions, and track unresolved issuesPrepare agendas and materials for recurring meetings, including GTM rhythms and leadership forumsDevelop and enforce effective meeting practices, ensuring clarity of purpose, participation, and outcomesIdentify overlapping or unnecessary meetings and recommend streamlining or eliminationProtect the COO and GTM leaders’ focus time by managing calendar fragmentationDocument key decisions, action items, and follow-up tasks, ensuring accountabilityPartner with leadership to improve operating rhythms and communication workflowsSupport company-wide initiatives that enhance operational efficiency and team collaboration Benefits Medical, Vision, and Dental Insurance401(k) retirement planEmployee Stock OptionsEmployer-paid Life InsuranceShort/Long Term Disability InsuranceFlexible Time Off and Paid HolidaysFlexible Spending AccountParental LeaveFlexible Work SchedulesProfessional Development StipendMonthly Office Upkeep Stipend Equal Opportunity Civitech is an equal employment opportunity employer committed to fostering an inclusive environment. 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 protected veteran status. We adhere to all applicable federal, state, and local laws to ensure a fair and respectful workplace for all employees and applicants.