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 organizations
• Proven ability to independently manage a high-volume workload with minimal supervision
• Excellent written and verbal communication skills
• Strong judgment and discretion when handling sensitive information
• Proactive approach to identifying and resolving operational inefficiencies
• Ability to build trust and collaborate effectively across teams
• Comfortable working in a fast-paced, remote environment with changing priorities
• Strong organizational skills and systems thinking
• Experience 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 productivity
• Coordinate scheduling, meeting preparation, follow-ups, and day-to-day administrative tasks
• Monitor internal communication channels, route questions, and track unresolved issues
• Prepare agendas and materials for recurring meetings, including GTM rhythms and leadership forums
• Develop and enforce effective meeting practices, ensuring clarity of purpose, participation, and outcomes
• Identify overlapping or unnecessary meetings and recommend streamlining or elimination
• Protect the COO and GTM leaders' focus time by managing calendar fragmentation
• Document key decisions, action items, and follow-up tasks, ensuring accountability
• Partner with leadership to improve operating rhythms and communication workflows
• Support company-wide initiatives that enhance operational efficiency and team collaboration

Benefits

• Medical, Vision, and Dental Insurance
• 401(k) retirement plan
• Employee Stock Options
• Employer-paid Life Insurance
• Short/Long Term Disability Insurance
• Flexible Time Off and Paid Holidays
• Flexible Spending Account
• Parental Leave
• Flexible Work Schedules
• Professional Development Stipend
• Monthly Office Upkeep Stipend