Executive Administrator

@Vote; Phoenix (AZ); On-site; USD 40,000 - 55,000; Full time

Job summary

Vote.Online, a non-profit organization, is seeking a detail-oriented Executive Administrator to support the Executive team. This entry-level position involves handling invoices, scheduling, and daily administrative needs, providing strong growth potential within the organization.

The ideal candidate should possess strong communication skills, proficiency with Google Workspace, and a high level of organization. A background check and NDA are required for employment.

Qualifications

• 1–2 years of experience in an administrative or support role.
• Demonstrates reliability and accountability.
• Past Executive Assistance experience is preferred.

Responsibilities

• Maintain and update data across internal systems.
• Process, track, and ensure timely payment of invoices.
• Coordinate scheduling and respond to communications.
• Maintain professional relationships with aligned organizations.
• Manage and organize files within Google Drive.

Skills

Strong written and verbal communication skills

Proficiency with Google Workspace

Highly organized

Detail-oriented

Ability to work independently

Tools

Google Sheets

Google Docs

Airtable

Job description

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

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
• Past Executive Assistance experience

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