The States Project: Executive Associate, The States Project

Job Post; United States; Remote; USD 80,000 - 89,000; Full time

Benefits offered by this job

75% paid medical/dental/vision

Unlimited PTO

401(k) matching

Job summary

The States Project is seeking an Executive Associate to provide high-level executive and project management support to the Executive Director and Vice Presidents. This is a full-time, exempt position, remote by default with occasional travel for events and team retreats.

You will report to the ED and collaborate with the Operations team. The role requires excellent organizational and communication skills, the ability to manage calendars, travel, expenses, and incoming requests, and to help

Qualifications

• High school diploma or equivalent
• Experience in government/policy sector is a plus
• Strong organizational and communication skills
• Ability to manage time and tasks in a fast-paced environment
• Excellent written and verbal communication and collaboration

Responsibilities

• Help ED and VPs prioritize time on calendars and schedule internal/external meetings
• Gather materials for external meetings and communicate internal agendas in advance
• Manage systems for tracking tasks and requests for ED/VPs
• Coordinate with Project Manager and Chief of Staff on action items and deadlines
• Monitor project plans and tracking systems for updates
• Book travel and support logistics for VPs/ED; submit receipts for reimbursements
• Coordinate with Development on content reviews and deadlines
• Communicate senior team availability, priorities, and workflow updates across initiatives and verticals
• Provide logistical support for team meetings, note-taking, and event scheduling
• Maintain and organize TSP Google Drive and internal communications channels
• Contract and staff/consultant listing management; onboarding/offboarding with Chief of Staff/PM
• Support team retreats, budget tracking, and expense management
• Act as point of contact for certain team logistics and stakeholder information

Skills

Organizational skills

Communication skills

Collaboration

Self-motivation

Time management

Education

High school diploma or equivalent

Experience in government/policy sector preferred

Job description

The States Project: Executive Associate, The States Project

LOCATION

Remote

SALARY

$80000 - $89000 (Yearly)

HEALTHCARE

Employer-sponsored health insurance offered

COMPANY

The States Project

DEPARTMENT

Operations

EMPLOYMENT TYPE

Non-Profit

MINIMUM LEVEL OF EXPERIENCE

Departmental Staff (a role in a specific department. Ex: Organizer, Finance Assistant, Social Media Manager)

JOB DESCRIPTION

Position: Executive Associate, The States Project

Location: National. 100% Remote, with up to 10% of expected travel events and team meetings and retreats.

Deadline to Apply: Nov 16, 2026 at 5pm ET

Who We Are:

The States Project (TSP) focuses on improving Americans’ lives by winning state legislative power and working with lawmakers to achieve goals for the common good.

Our electoral work focuses on winning governing majorities in the states by making state legislative campaigns more effective and better-funded. Our governance work provides nonpartisan tools and resources that connect a diverse community of state lawmakers committed to improving lives for the people they serve. We do it because we believe that state legislatures are the strongest force for change in this country.

We encourage you to find out more about the American Promise at Work.

Position Details:

This is a full-time, exempt at-will position. The team currently operates remotely, with occasional in-person events and team retreats, etc. Occasional travel will be required. Additional evening and weekend hours are occasionally required to fulfill the duties of this position.

The Opportunity:

The Executive Associate will provide executive and project management support to the TSP Executive Director and Vice Presidents. The successful candidate’s primary role is to act as a key resource for TSP’s senior leaders, managing effective and efficient systems for the ED and VPs related to scheduling, travel booking, expenses, and incoming requests, as well as helping to support TSP team operations, track data, and support material creation.

We are looking for someone who possesses excellent project management and execution, time management, and organizational skills. This position reports directly to the ED.

What You Will Do:

Principal activities will include but not be limited to:

• Help ED and VPs strategically prioritize time on their calendars and schedule internal and external meetings to maximize their impact
• Support the ED and VPs by gathering materials for external meetings and ensuring internal agendas are communicated in advance as needed
• Manage and continuously improve efficient systems for tracking tasks, incoming requests, emails and other correspondence, follow up and to-dos for the ED and VPs
• In collaboration with the TSP Project Manager and Chief of Staff, ensure completion of meeting action items and follow up for the team and track progress on action items and deadlines for ED and VPs
• Monitor project plans, trackers, and other project management systems for updates/input needed from VPs and ED
• Book travel and support logistics for VPs and ED as needed
• Obtain and submit receipts for reimbursements for VPs and other staff as needed
• Partner with the Development team to prioritize requests for content reviews, helping to set feasible deadlines and negotiating timelines as needed
• Communicate senior team availability, priorities, and major workflow updates across initiatives and verticals

Operational Support for TSP

• Provide logistical support including scheduling, setting agendas, and notetaking at team meetings and other events as needed
• Coordinate general maintenance of TSP Google Drive, ensuring planning and programming documents are up to date and saved in appropriate folders
• Coordinate internal communication channels, guide, and tags
• Serve as point for all TSP contracts and staff and consultant listing, including managing approval processes and tracking start/end dates, deliverables, etc.
• Assist with onboarding and offboarding processes for staff and consultants in collaboration with the Chief of Staff and Project Manager
• Support logistics and planning for team retreats
• Support with budget tracking, planning, projections, and expense management
• Serve as point of contact for TSP and Operations team on certain team logistics, including credit card administration, expense management, and effort reports
• Support the TSP senior team in maintaining up to date and accurate information regarding key stakeholder relationships, including managing sensitive information regarding partners and supporters

Qualifications:

• High school diploma or equivalent and at least one year of relevant professional experience
• Relevant knowledge of and/or experience working in government, policy, non-profit, and/or the public sector is a plus
• Passion for and alignment with TSP’s mission, vision, and theory of change
• Self-starter with a drive to make things happen: proven track record of excellence and high standards for success
• Strong organizational skills
• Highly collaborative approach
• Excellent written and verbal communication skills
• Capable of independently managing time and tasks associated with a fast-paced organization
• Demonstrated ability to anticipate needs, take initiative, and follow through on assignments
• Flexible and solutions-oriented approach, comfortable with shifting priorities and evolving needs
• Ability to create and sustain a work environment of mutual respect where team members strive to achieve excellence

Benefits:

The position offers a competitive benefits package. Benefits currently offered include 75% paid coverage of medical, dental, and vision for individuals and dependents, basic life insurance, an employee assistance program, unlimited PTO, 401(k) matching, annual professional development, wellness, and work-from-home stipends and paid family leave.

Compensation:

The salary for this position is $80,000 - $89,000 per year*. Salary offers are made based on the market rate and the candidate's demonstrated level of proficiency, experience, and credentials.

*The pay rate or range noted for this position is in compliance with the District of Columbia Wage Transparency Omnibus Amendment Act of 2023, NYC’s Pay Transparency Act, and other state and local laws.

TSP does not discriminate based on gender, gender identity, sexual orientation, race, ethnicity, disability, veteran status, or any other characteristic protected by law. TSP values diversity and strongly encourages women, individuals with different ethnic and racial backgrounds, sexual orientations, gender identities, abilities, religious beliefs, and military backgrounds to apply.

TSP complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact [e-mail]. Any application materials received via email will not be considered.

What You Can Expect During the Recruitment and Hiring Process:

All applicants will submit a resume and cover letter. Selected applicants will be moved forward to a phone screen. The next steps will include interviews with leadership.