Executive Assistant to the Founder and CEO

About Vote Mama

Vote Mama builds the political power of moms.

Vote Mama Foundation, a 501(c)(3) organization, is the leading source of research and analysis on the political participation of moms. We are normalizing moms running for office and building a political system that is truly family-friendly. 

Vote Mama Lobby, a 501(c)(4) organization, advocates to break the structural barriers moms face running for and serving in elected office, and mobilizes fed-up mamas to build their political power, elect moms, and pass truly family-friendly legislation. 

Vote Mama PAC is the first PAC in the country dedicated to supporting Democratic moms. Through endorsements and financial support, we elect moms up and down the ballot and across the country.

About the Role

The Executive Assistant to the Founder and CEO is a vital internal role responsible for supporting our executive leadership by scheduling meetings, coordinating communications, and managing processes to track workflow and priorities, including managing calendars, preparing for meetings, handling administrative duties, supporting organizational operations, and advancing the organization's culture. The Executive Assistant to the Founder and CEO ensures, on a daily basis, that the Founder and CEO is well-supported in leading the organization's mission and work by anticipating her immediate- and long-term needs, coordinating across departments internally, and overseeing a portfolio of administrative and project management functions.

A Typical Week

A typical week in this role would begin with preparing for the next two weeks, finalizing any outstanding scheduling items, and ensuring prep time is already budgeted. You’ll meet with the Founder and CEO to review her schedule, ensuring meetings, travel logistics, and priorities are aligned and clear. Throughout the week, you’ll coordinate with staff on different projects and deadlines, including donor engagements and speaking opportunities, to ensure appropriate resources and materials are prepared in advance. You are consistently checking on the Founder and CEO’s emails to ensure opportunities are not missed, flagging and including staff as appropriate. You are paying close attention to details within requests and inquiries – ensuring the right individuals, time zones, and entities are involved as needed. You use strong judgment to provide strategic advice on how to proceed (e.g., timing challenges, scheduling restrictions, prioritization of opportunities, etc.) on matters related to executive management. Throughout this time, you’ll balance proactive planning with responsive problem-solving.

Ideal Candidate

You are detail-oriented, organized, and an expert at working through to-do lists. You understand that administrative work is the foundation of any organization, and that skillful task and priority management is key to achieving meaningful outcomes. You have the confidence to manage tasks on your own and to seek clarification when needed. As a right-hand to the Founder and CEO, you help set the tone for the interactions Vote Mama’s key stakeholders have with the organization, engaging them with grace and efficiency, and helping them navigate throughout the organization as needed. You understand that success in this role depends on anticipating needs, making sound judgments, and planning ahead. 

You display calm adaptability amidst changing priorities and deadlines – in rapid-response moments, you solve problems and ensure no balls are dropped as priorities shift. Most importantly, you’re a team player who brings an optimistic and positive attitude and who treats everyone with respect.

Working at Vote Mama

This is a fully remote role with standard working hours; there is some expectation of flexibility to remotely support the Founder and CEO’s needs during travel and events. Candidates must have reliable internet access and be available for travel to in-person events as needed (one annual staff retreat). We strongly prefer candidates based in New York City and, more generally, on the East Coast, given that our Founder and CEO is based in New York.

Compensation & Benefits

• Salary: $70,000–$90,000, commensurate with experience

• Health Coverage: Employer-funded medical, dental, and vision insurance (75% employer-paid)

• Flexible Time Off: Unlimited PTO and sick leave, paid federal holidays, and six months of paid family leave

• Retirement: 401(k) with 3% employer contribution after three months of employment

• Workplace Culture:

  • Fully remote with employer-provided laptop and home office stipend

  • Summer and winter office shutdowns

  • Early-close Wellness Fridays

How to Apply

Timeline & Process:
Applications are reviewed on a rolling basis, and interviews will continue until the position is filled. The interview process includes two to three virtual rounds. No written exercise is planned; should anything change, you will be compensated for your time and made aware in advance. The ideal start date is no later than June 15, 2026.

If this role excites you but you don’t meet every qualification, we still encourage you to apply and tell us why you’re a great fit.

Our Commitment to Equity

Vote Mama is proud to be an equal opportunity employer. We encourage applicants from all backgrounds, including people of color, LGBTQ+ individuals, people with disabilities, and parents of all genders and family structures.

We are a family-friendly workplace that practices the values we advocate. Our team prioritizes care, equity, and inclusion in all aspects of our work—and we know that bringing a broad range of lived experiences to the table strengthens our mission.

Key Responsibilities

Executive Support (40%)

• Serve as the primary point of contact and curator for the Founder and CEO’s internal and external communications, ensuring alignment with organizational priorities.

• Serve as a liaison between the Founder and CEO and internal teams, fostering communication flow and ensuring alignment across departments.

• Manage calendars for the Founder and CEO, including scheduling internal and external meetings, proactively resolving scheduling conflicts, and ensuring optimal time allocation.

• Prepare daily and weekly briefings for the Founder and CEO, including pre-reads, briefing notes, agendas, bios, media summaries, and relevant context for high-level meetings well in advance.

• Monitor, organize, elevate, and respond to email and other correspondence on behalf of the Founder and CEO with discretion and professionalism.

• Partner with the Founder and CEO to track commitments, deadlines, and follow-ups across multiple workstreams.

• Manage domestic and international travel itineraries, including transportation, accommodations, agendas, and engagement preparation. 

• Manage the Founder and CEO’s timesheet allocations and expense report submissions.

Strategic Coordination (30%)

• Work closely with the COO to coordinate Board engagement, including scheduling board meetings and leading the aggregation and circulation of board meeting materials.

• Work closely with the Development team to coordinate materials for donor meetings. 

• Maintain internal documentation and operating procedures to capture the Founder and CEO's preferences, operational learnings, and institutional knowledge.

• Utilize platforms such as Slack, ClickUp, and Salesforce to monitor projects, track progress, and communicate updates.

• Maintain accurate relationship data in Salesforce, including contact records, interaction notes, and relevant relationship context.

• Serve as a liaison between departments and the Salesforce implementation team to address operational challenges and streamline communication.

Organizational Support (30%)

• Model organizational values in internal and external communication with key stakeholders, including organizational partners, donors, board members, and staff.

• Assist in planning, coordinating, and executing special events and projects, such as Vote Mama annual staff retreats.

• Support culture-building initiatives and quarterly touchpoints aligned with the organization's values. (political day of action, debate watch parties, staff luncheons, holiday parties, organization milestone celebrations)

• Set a high standard for completing administrative tasks and attention to detail, such as organizing files, scheduling meetings, and maintaining documentation, particularly within the Salesforce CRM. 

• Follow organizational standards and ensure timely completion of administrative responsibilities, including managing expenses and timesheets.

• Seek opportunities for professional growth through training, workshops, networking, and self-directed learning. Contribute to the team's success by continually improving your skills and staying informed about industry trends and best practices.

Who You Are

Required Experience

• 7+ years of executive office support experience managing an executive’s administrative portfolio, ideally within a mission-driven organization;

• Experience working with and supporting C-suite level leaders in highly visible roles;

• Strong oral and written communication skills in meetings, e-mails, and other channels; 

• High level of proficiency in Google Workspace, Slack, Salesforce, and Zoom;

• Proven experience with expense reconciliation and time-keeping for executive team members;

• A proficient grasp of complex legal entity structures, including 501(c)(3), 501(c)(4), and PAC organizations;

• Ability to thrive in a fast-paced, dynamic environment and on a variety of tasks simultaneously.

Preferred Qualifications (Nice to Have)

• Demonstrated ability working with remote employees, in a fully remote work environment;

• Experience with ClickUp or other project management systems.

• Experience working within a complex set of legal entities spanning 501(c)(4), hybrid PAC, and 501(c)(3) organizations