Administrative Assistant, Program Team

Administrative Assistant, Program Team Voting Rights Lab Location: Remote, US-based Classification: Full-time, non-exempt, 40 hours per week Reporting to: Chief Program Officer Managing: N/A Travel: Occasional, up to 10% of the time Voting Rights Lab Overview Voting Rights Lab, a national nonpartisan 501(c)(3) organization, and its 501(c)(4) affiliate are fighting the state-level battles that will shape elections in 2026, 2028, and for decades to come. Recently, we stopped a wave of proof-of-citizenship mandates in red and purple states from Texas to Michigan and created an Election Risk Heat Map — which identified hot spots for election manipulation in 883 counties across 30 states. . Grounded in deep state-level relationships and cross-ideological credibility, we anticipate threats and deliver solutions where democracy is most at risk. Role Overview We are seeking a driven, proactive, and detail-oriented Administrative Assistant to serve as the operational backbone for our Program Team (encompassing Advocacy, Policy, and Communications). Reporting directly to the Chief Program Officer, this role requires an exceptionally organized, forward-thinking, and reliable administrative support person who thinks and acts two steps ahead. You will anticipate scheduling issues before they occur, manage travel and meeting logistics seamlessly, and drive tasks from initial request through completion with speed and precision. The ideal candidate brings high personal accountability, strong ownership of their to-do list, and the strategic foresight to anticipate the daily operational needs of a fast-moving, high-stakes advocacy team. Voting Rights Lab is a fully remote organization. We offer a collaborative and innovative work environment, competitive compensation, and opportunities for professional advancement. Duties and responsibilities include, but are not limited to: - Effectively prioritize commitments and manage complex calendars for program leadership and staff across multiple time zones. - Anticipate scheduling conflicts, overlapping priorities, and logistical roadblocks and proactively resolve them. - Schedule internal and external meetings, coordinate prep materials, send timely calendar invites, assemble agendas, and take detailed notes that translate into assigned action items. - Plan for and execute travel arrangements, including itineraries, bookings, briefing materials preparation, and expense documentation. - Complete timesheet entry and credit card expense reconciliation accurately and on schedule for program leadership. - Assist with creating materials like slide decks and program project summaries for partners and other external stakeholders. - Support establishing tracking systems, maintaining accurate tracking, and summarizing program impact results. - Set up, test, and provide administrative coordination for program and partner webinars. - Manage subscriptions to media outlets and other platforms used across program teams. - Provide planning and administrative support for virtual team events, retreats, and other organizational initiatives. - Identify opportunities to improve administrative systems and workflows and suggest practical improvements. - Support document retention and Google Drive organization across program departments. - Provide other support as requested. Qualifications & Experience Required - At least two years of administrative experience in a fast-paced, preferably an advocacy, non-profit, or campaign-focused organization where your primary function was providing direct administrative, executive, and operational support (such as complex calendaring, travel coordination, and operational and project support for leadership and teams). - Excellent organizational and time management skills, ensuring routine and urgent tasks are completed successfully, thoroughly, and on time. - Detail-oriented, able to adjust to shifting priorities in a busy environment, and self-motivated, with the ability to work well independently in a fully remote environment. - Demonstrated ability to think one step ahead, identify logistical challenges, calendar conflicts, or gaps, and address them proactively. - Strong interpersonal, verbal, and written communication skills, including the ability to maintain open communication, ask clarifying questions when needed, and proactively provide status updates. - Self-motivated with a track record of independent problem-solving and comfort working in a fully remote environment. - Trusted and discreet when handling sensitive or confidential information. - Tech and productivity fluency with proficiency using Slack, G Suite (Docs, Sheets, Slides), Adobe Acrobat, and Zoom. Preferred - Experience with Salesforce or a similar CRM. - Experience working within or alongside both 501(c)(3) and 501(c)(4) entities. - Practical experience leveraging A.I. tools (such as Claude, Gemini, or ChatGPT) to streamline and improve accuracy of work. Note: We are unable to provide visa sponsorship or relocation assistance Compensation and Benefits We value our staff by offering competitive pay and a comprehensive benefits package, detailed below. The Administrative Assistant is in the Coordinator (Non-Exempt) pay band, and the hiring range for this position is $30–$35 per hour ($62,400 – $72,800 annualized at 40 hours per week), plus benefits. Base pay will reflect internal equity and may also vary based on the candidate’s job-related knowledge, skills, and experience, among other factors. The total compensation package may include the full range of medical, financial, and/or other benefits, depending on the level and position offered. At this time, we provide the following benefits for eligible employees: - Medical, dental, and vision insurance that is majority employer-funded - 401(k) retirement plan, with up to 6% employer contribution - Generous paid time off package, including unlimited flexible vacation leave, two weeks sick leave, in addition to 13 paid holidays, winter holiday closure, and other paid time off opportunities such as parental leave, volunteer time, and more - Flexible spending account for medical and dependent care - Short-term and long-term disability insurance - Basic-term life and accidental death and dismemberment (ADD) insurance, with an employee buy-up option - Additional benefits include work-from-home benefits, cell phone benefits, and fitness benefits, and learning and development benefits. Equal Employment Opportunity Statement Voting Rights Lab is a non-profit organization committed to attracting, developing, and retaining exceptional people and creating a work environment that is dynamic, rewarding, and enables each of us to realize our potential. Voting Rights Lab’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working. Part of Voting Rights Lab’s mission is to ensure that people with records of arrest or conviction can vote. As such, we give full and fair consideration to all applicants, regardless of a record of arrest or conviction.