Executive Office Manager

Swing Left; United States; Remote; USD 70,000 - 80,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Office Manager to provide high-level support to their executive team. This role involves managing complex schedules, coordinating logistics for meetings and events, and ensuring smooth communication across various stakeholders. The ideal candidate will possess exceptional organizational skills and attention to detail, thrive in fast-paced environments, and be proficient in tools like Google Suite and Asana. Join a mission-driven team committed to making a significant impact in the political landscape and enjoy a flexible remote work environment with a focus on professional development and well-being.

Benefits

Employer-paid medical, dental, and vision insurance

Health and dependent care FSA accounts

Employer-paid life and disability insurance

Professional development stipends

Unlimited time-off policy

Flexible medical and parental leave policy

Qualifications

• 3+ years managing scheduling and logistics for executives.
• Excellent organization and communication skills required.

Responsibilities

• Manage the Executive Director's calendar and prioritize tasks.
• Coordinate logistics for meetings and events, both virtual and in-person.

Skills

Scheduling

Communication

Organization

Time Management

Detail Orientation

Project Management

Initiative

Adaptability

Tools

Google Suite

Slack

Asana

Zoom

Job description

Swing Left ’s mission is simple: we make it easy for people to maximize their impact on the most competitive elections to help Democrats win. Since launching in 2017, Swing Left’s one million members have raised more than $140 million for Democrats, and engaged more than 50 million voters door-to-door, by phone, and through handwritten letters. What makes us different:

• Swing Left is singularly focused on directing grassroots time and money to help Democrats win close races that will determine the balance of power in our government, from the White House to key state houses.
• We use data and technology to increase volunteer and donor impact by driving the right resources to the right campaigns, at the right time.
• We put people first, delivering a member experience focused on strategic action, not noise—no spam emails, texts, or doomsday messaging.

About Vote Forward

Vote Forward is a nonpartisan organization that helps grassroots volunteers turn out citizens from underrepresented communities and encourage active participation in our democracy through high-impact voter engagement tactics. Since 2018, more than 250,000 grassroots volunteers have used the Vote Forward platform to send handwritten letters to more than 40 million prospective voters to encourage them to register to vote and turn out for elections. Vote Forward is affiliated with Swing Left.

Job Summary

The Executive Office Manager (EOM) provides high-level support to Swing Left and Vote Forward’s executive team – with a primary focus on the principal/Executive Director (ED) – ensuring their time and focus are aligned with top priorities. The EOM supports and works in lockstep with the Managing Director (MD) and Chief of Staff to coordinate and streamline work in service of effectiveness and impact.

• Scheduling: Own the ED’s complex and evolving calendar and support scheduling for the MD, coordinating across internal and external stakeholders and working closely with the executive team to ensure alignment.
  
• Prioritization: Proactively forecast needs for the ED and prioritize projects, meetings, and requests, setting up her schedule to drive these priorities. Clearly communicate decisions or issues to the ED with a solutions-orientation, working to keep her “out of the weeds” in areas outside of her priorities. At the same time, ensure she is consulted when necessary and remains informed and aware.
• Communication: Maintain a high level of professionalism and discretion in all internal and external correspondence. Draft, edit, and format written communications on behalf of the ED, including emails, memos, reports, and briefings.

Logistics Coordination

• Coordinate logistics and provide support for executive team priorities and programs, including internal and external meetings, events (virtual and in person), and workstreams/programs prioritized by the executive team.
• Schedule and prepare for meetings, drafting agendas, briefings, materials, and note-taking as needed; synthesize meeting outcomes and decisions into clear, actionable summaries for Slack or email.
• Draft project plans and Asana projects to support executive team programs; track and follow up on action items to ensure timely completion.
• Manage travel logistics for the ED; occasionally travel with her and provide assistance and/or advance work for key events.

General Administrative Support

• Develop and own processes to streamline the executive team’s day-to-day workflow, including anticipating and accounting for time needed for personal commitments, supporting shifting priorities in rapid response moments, etc.
• Own expense processing and one-off administrative requests.
• Support cross-functional projects prioritized by the executive team.

Qualities of the Ideal Candidate

We’re looking for a mission-driven person who is familiar with principal management, obsessively detail oriented, a strong writer, and talented at juggling multiple responsibilities – with the tact and discretion to communicate with a wide range of internal and external stakeholders. More specifically:

• 3+ years of work experience managing the scheduling and logistics of principals or executives.
• Excellent organization, communication, and time management skills; very strong attention to detail in both written and verbal communication, relationship management, and project management.
• Demonstrated skill in taking initiative, anticipating needs, and following through with consistency. Others trust you to get things done at a high standard, often with quick turnarounds.
• Comfort receiving feedback and navigating the learning curve in tailoring the approach for a specific principal/team.
• Professionalism and tact working with team members, strategic partners, donors, candidates, and elected officials.
• Ability to thrive in fast-paced environments, adapt quickly, and prioritize effectively without losing focus or professionalism.
• Very comfortable with Google Suite, Slack, Asana, Zoom, and quick to learn new systems that improve workflow.
• Comfort with some irregular work hours during peaks and rapid response moments.

Logistics

Hiring Process:

• Applications will be reviewed on a rolling basis.
• We are aiming for a June start date.
• We will communicate about our expected timeline as the process progresses, and all candidates will receive communication from our team regarding their application status.

Compensation:

• The pay range is $70,000 - $80,000/year (starting salary).
• We provide an annual cost of living compensation increase.

Benefits for Full-Time Employees:

• Employer-paid medical, dental and vision insurance: 100% of the premium paid for employees and 50% for dependents.
• Health and dependent care FSA accounts.
• Employer-paid life and disability insurance.
• Professional development, remote work and technology stipends.
• An unlimited time-off policy + a flexible medical and parental leave policy.
• Our office is closed for approximately 25 business days each year.

Location and Working Hours:

• This position is a full-time, exempt, and remote position based in the United States. We are an entirely remote team with staff located across the country.
• We expect employees to be available for virtual meetings and asynchronous collaboration during normal business hours, and sometimes outside of these hours for events or other peak moments.
• Some travel is expected for this position, including travel with the principal to handle logistics for key events or meetings.

We are happy to answer any questions you have about our benefits and policies in interviews.

We are an equal-opportunity employer and seek applications from all qualified candidates who are eligible to work in the United States. However, we are not able to sponsor visas at this time. We use E-Verify during onboarding to complete the I-9 Employment Eligibility Verification.

We welcome all applicants regardless of age, citizenship, gender identity or expression, national origin, pregnancy status, race, religion, sexual orientation, veteran status, or any other differences.