Executive Assistant

Salary: $79,770.51 - $86,313.58

Location: Chicago, IL or remote in the U.S.

Intended start date: May 18, 2026

Start of application review: April 1, 2026. We often close jobs early to be able to review the large number of applications.

Type: Full time

Travel: 5-10%, dependent on need and public health considerations

In the US, local election departments are under-resourced and under-supported. When local election departments are not supported, they fail voters—particularly those who need their help the most. There’s good news: election departments, with research-based support, can and will improve election quality. 

The Center for Tech and Civic Life (CTCL) is a nonpartisan nonprofit that catalyzes excellent election administration across the United States. We do this by supporting election departments, field building, and conducting research to provide actionable insights.

The Executive Assistant will provide dedicated support to our C-Suite - the Chief Executive Officer (CEO), the Chief Operating Officer (COO), the Chief Programs Officer (CPO), and the Chief Strategy Officer (CSO). You will help them perform at their highest level and contribute to the success of our civic mission. You’ll focus mostly on supporting the communications, prioritization, scheduling, and travel logistics of the CEO. You’ll spend the remainder of your time on supporting the logistics and smooth operations of the C-Suite as a whole, as well as some administrative support to other C-Suite members. The Executive Assistant will report directly to the CSO.

Responsibilities

CEO Support (70%)

• Receive and review all incoming communication (hundreds/day) for the CEO

  • Determine priority, and summarize and/or distribute contents to appropriate staff for action

  • Draft emails for CEO to review & send

  • Ensure follow up within a timely manner (within two business days)

• Manage the CEO’s very full meeting and travel calendar

  • Manage travel logistics including booking travel & lodging (primarily domestic, some international) and expense management 

  • Schedule meetings with internal and external stakeholders

  • Identify and prioritize the most sensitive matters

• Safeguard the CEO’s time and support them in setting boundaries

  • Support in prioritizing work and planning work blocks

  • Support meeting preparation (such as funder briefings, All Staff meetings)

  • Coordinate signatures (boards, funders)

C-Suite Support (30%)

• Serve as a liaison between the C-Suite and stakeholders, partners, colleagues, staff, funders, and the Board

• Take notes and manage action items 

• Arrange domestic travel and logistics for the C-Suite

• Provide in-person support at events and meetings such as the Leadership Team Retreat, C-Suite Retreat, Annual Staff Retreat, and select partner or funder gatherings

• Track and reconcile expenses

• Identify opportunities for efficiency and implement systems to take advantage of them

• Update CRM and do related data tracking

• Anticipate potential challenges and independently resolve them

Qualifications

To be successful in this role, you will excel in all of these must-have areas:

• Track-record of success: You have successfully managed complex logistics with grace in a dynamic, fast-paced work environment, and your responsibilities have expanded across years of experience. You practice discretion, and can be trusted with confidential organizational and staff information.

• Time management and prioritization: You effectively prioritize tasks, create and implement clear goals, and collaborate in order to achieve desired timelines.

• Interpersonal skills: You easily establish relationships with others through many modes of communication (phone, email, in-person, etc.). You connect with people from all kinds of backgrounds and make sure everyone feels like they belong.

• Grounded during change: You can stay calm and structured as priorities shift, balance order with adaptability, and remain grounded in values while responding to a changing environment. You thrive in a variety of work environments including remote work, travel, in-office, etc and are comfortable with learning and using a variety of technology solutions.

• Attention to detail: You pay close attention to detail and ensure that any task or work product - big or small - is thorough and accurate. You are highly organized.

• Initiative: You care deeply about getting results and you do what it takes to get them, including anticipating problems, offering creative solutions, driving work forward, and course-correcting when needed. You can work alone, and with minimal oversight, but know when to ask for help.

• Civic-minded: You believe in democracy and care about voting.

This position must be performed within the United States. Candidates must be legally authorized to work in the United States at the time of hire. The Company does not sponsor or assume sponsorship of employment visas.

Application Process

• Click “Apply” below to upload your resume and answer some initial questions. You will only be considered if you submit through CTCL’s careers site. This should take approximately 30 minutes.

• We’ll email a status update to every applicant within two weeks of applying. Please check your spam folder if you don’t see an email from us. If you are selected to move forward in our process, we’ll invite you to a brief phone interview to better understand your qualifications.

• If you are selected to move forward, we’ll invite you to complete a live job simulation and video interview. You’ll demonstrate your qualifications, tell us more about how you’ve applied them previously, and learn more about this role and our team. This will take 90 minutes.

• If you are selected as one of the finalists, we’ll conduct a reference check to determine if you are the best fit for the position.

Employees and job applicants are protected from discrimination based on race, color, religion, sex, parental status, national origin, age, disability, genetic information, political affiliation, military service, or other non-merit-based factors. These protections apply to all employment decisions, including recruitment, hiring, performance evaluations, promotions, training, and career development. Additionally, CTCL provides to employees and applicants reasonable accommodations for disabilities; for pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.