Executive Support & Operations Coordinator

@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.

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