Senior Executive Assistant

Role Overview

NLA is seeking a highly organized, thoughtful, and proactive Senior Executive Assistant. This is a full-time position that will provide dedicated, high-level support to the Executive Director, including: extensive calendar management, Board logistics, executive communications, and project management.

This position will serve as a key operational and communications partner to the Executive Director, helping manage priorities, coordinating travel and engagements, preparing communications and meeting materials, and ensuring follow through. We are seeking candidates with significant experience, particularly within multi-entity, nonprofit movement-building organizations.

We are a remote (U.S.-based) organization. Proximity to the Bay Area in California is preferred.

Responsibilities

ED & Leadership Team Project Management

• Act as an accountability partner with the ED, monitoring and managing pending projects and follow up to ensure execution. Maintain an action-item tracker and support the Executive Director with proactive follow up.
• Support or lead special projects and project management assignments as directed by senior leadership, including developing work plans, coordinating stakeholders, tracking milestones, and driving follow-through.
• Provide thought partnership and creative solutions to address challenges as they arise
• Develop and maintain systems to track the ED's priorities, commitments, decisions, deadlines, correspondence, and action items, ensuring timely follow-through by the ED and relevant stakeholders
• Provide technology and project management systems support for the ED
• Meeting note-taking and organization (ie: organize relevant files in org Drives, update information in the appropriate Airtable)
• Help the ED with preparation, organization, and follow-up on supervisory processes
• Ensure all contracts, agreements, and engagements follow the proper signatory process and are signed by an authorized signatory
• Track ED expenses and submit receipts and reimbursements as needed in accordance with NLA policies

Communications Support

• Serve as a central coordination point for the ED, facilitating communication and follow-through among executive leadership, staff, board members, and external stakeholders
• Track ED's email and serve as a liaison for communications
• Serve as the final copy editor for all communications from the office of the ED
• Ensure confidentiality of all sensitive information held by executive leadership including HR, fundraising, finances etc.

Board Meeting Support

• Support the Executive Director and COO in Board management, including support for meetings to ensure readiness, accuracy, and timely distribution of materials; Draft Board meeting agendas at the direction of the ED and Board Chair and coordinate review/approval
• Schedule all Board meetings and coordinate calendars, logistics, and meeting location/technology.
• Support ExecutiveDirection in Board management throughout the year
• Draft Board meeting agendas at the direction of the ED and Board Chair and coordinate review/approval.
• Gather, compile, and format all materials needed for Board meetings; manage version control and timely distribution.
• Take Board meeting minutes and coordinate review/finalization per internal governance practices; track Board action items and follow up with owners as needed.

Calendar Management & Engagement Support

• Oversee conference schedule and keep registrations updates along with project managing travel timelines
• Prepare the ED for meetings and engagements by coordinating agendas, briefing materials, talking points, presentations, and other supporting documents
• Ensure tracking and follow-through of action items from meetings
• Support the logistics for meetings with key partners (such as the Power and Protect Operations Network)
• In coordination with the executive scheduler, manage the Executive Director's calendar, prioritizing time in alignment with organizational priorities and proactively identifying conflicts, needs, and decision points
• Organize ED travel
• Support leadership team events and retreat planning.

Skills and Qualifications

• At least 8 years of relevant experience supporting nonprofit executive leaders and boards
• Experience with multi-entity and/or state-based movement organizations, including 501(c)(3)s, 501(c)(4)s, political campaigns, and/or PACs
• Excellent project management skills that include:
• Knowledge of multiple project management methodologies and how to apply them to improve processes
• Strong organizational skills and the ability to manage time, priorities, and resources effectively across multiple projects at various stages
• Experience designing and maintaining processes and systems using collaborative tools such as Asana, Airtable, and Google Suite
• Excellent interpersonal and written communication skills, including adapting communication to different people and circumstances
• High emotional intelligence and an empathetic approach to relationship-building
• Flexibility and adaptability
• Proactive problem-solving skills, including the ability to anticipate challenges, flag risks early, and maintain big-picture progress
• Ability and willingness to work in and contribute to the development of an emergent environment of a growing start-up nonprofit where systems and processes are regularly evolving to meet the political moment
• Skilled at managing complex calendars, coordinating meetings across time zones, and arranging travel with attention to priorities, logistics, and changing needs
• Experienced in arranging transportation, lodging, and itineraries, with attention to accessibility, preferences, budgets, and last-minute changes
• Experience planning, leading, and facilitating meetings, including preparing materials, guiding productive discussions, and tracking decisions and follow-up actions

Compensation, Benefits, and Position Details

• Title: Senior Executive Assistant
• Reports to: Deborah Barron, Executive Director
• Hours: Full Time

Location: Remote, U.S.-based (applicants must reside and be able to legally work in the United States); Some domestic travel (approximately 2-5 times per year)

Compensation

$94,000-$124,000 based on experience

Benefits

NLA offers a competitive benefits package available to all full-time employees, including:

• 100% employer-paid medical insurance
• Dental and vision insurance covered at 75%
• 50% employer-paid insurance coverage for all dependents
• Employer-paid short-Term disability and life insurance
• FSA/HSA accounts
• Flexible paid time off, including vacation and sick time, 11 paid holidays, 1-week summer break, and 1-week winter break
• Professional development funding
• Monthly work-from-home technology stipend
• Retirement plan with up to 4% employer matching