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Project Assistant – Operations
States United Democracy Center. Provide administrative support to the COO and Operations team .
About the role
Key responsibilities & impact- Provide administrative support to the COO and Operations team
- Maintain file systems, schedule meetings, coordinate travel, and manage Outlook calendars
- Prepare background materials, agendas, and memos for COO meetings and activities
- Take meeting notes and assist with follow-up items
- Manage data entry and receipt processing for corporate credit cards and other processes
- Create spreadsheets, graphics, databases, PowerPoint presentations, and tracking materials
- Coordinate organizational events, retreats, in-person meetings, and online activities
- Maintain travel itineraries and coordinate travel arrangements, security requirements, and forms
- Format, proofread, and fact-check research, reports, and other materials
- Serve as office manager for the Washington, DC office, including access, conference spaces, and office supplies
- Manage incoming and outgoing organizational mail and packages
- Route incoming inquiries through organization-wide email inboxes and phone
- Support communication flow among team members
- Manage competing priorities and confidential information
Requirements
What you’ll need- Bachelor’s degree
- Experience working in a public office, non-profit, advocacy organization, or similar environment
- Knowledge of Microsoft Office Suite, including Excel
- Ability to use sound judgment and discretion with confidential and/or sensitive information
- Strong critical thinking, problem-solving, research, and decision-making skills
- Outstanding attention to detail
- Strong written and communication skills
- Ability to work collaboratively across departments in a demanding and fast-paced environment
- Positive attitude, concern for people and community, self-confidence, common sense, good listening ability, and collaborative attitude
- Some evening and weekend work is required
- Ability to commute to and work from the Washington, D.C. office at least weekly
- Minimum 10–15% travel commitment
- Cover letter required
- Professional reference checks required as part of the finalist process
Benefits
Comp & perks- 100% employer-paid health, vision, and dental plans
- Matching retirement plans
- Hybrid work arrangement
- Occasional travel to organizational and team meetings and conferences