Executive Administrator

V

Vote Online

Executive Administrator

Phoenix, AZ
Full Time
Paid
  • Responsibilities

    Vote.Online, a new 501(c)(3) non-profit, nonpartisan voter engagement organization. Our mission is to register voters, provide simple and clear online voting information, and ensure more Americans cast their ballots nationwide.

    JOB DESCRIPTION: Vote.Online is seeking a detail-oriented Executive Administrator to support the Executive team with a wide range of administrative and operational tasks. This role plays a key part in keeping internal processes running smoothly and ensuring effective communication across teams and external partners. Responsibilities include handling invoices, coordinating schedules, maintaining office supplies, and supporting day-to-day administrative needs. This is an entry-level position with strong growth potential for candidates interested in organizational operations and leadership support.

    PRIMARY RESPONSIBILITIES:

    The primary responsibilities include, but are not limited to the following:

    • Maintain and update data across internal systems, including Google Sheets
    • Process, track, and ensure timely payment of invoices
    • Coordinate scheduling and respond to internal and external communications
    • Build and maintain professional relationships with aligned organizations
    • Oversee organization and upkeep of the Vote Online Airtable database
    • Manage and organize files within Google Drive
    • Support general administrative and operational needs of the Executive team

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    MINIMUM QUALIFICATIONS:

    • 1–2 years of experience in an administrative, research, or support role
    • Strong written and verbal communication skills, with an emphasis on clarity and professionalism
    • Proficiency with Google Workspace, including Docs and Sheets
    • Highly organized with the ability to manage tasks, timelines, and information efficiently
    • Demonstrates reliability, accountability, and a consistent follow-through on responsibilities
    • Able to work independently, take initiative, and manage priorities without constant oversight
    • Detail-oriented with a strong sense of ownership over assigned work
    • Dependable, responsive, and able to meet deadlines in a timely manner

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    “WOW!” SKILLS:

    • Past Executive Assistance experience
    • Past/present involvement in civic engagement

    All applicants will be subject to a background check and would be required to sign an NDA for employment.

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