Executive Assistant & Board Liaison

About the Democracy Alliance

The Democracy Alliance (DA), founded in 2005, is a donor community of individual philanthropists, foundations, and labor unions committed to a just, thriving democracy and a shared progressive future. The DA invests in building progressive infrastructure in the United States by filling gaps, providing catalytic funding, and resourcing social change all in service of a multiracial, feminist democracy that works for all.

The DA recently completed a strategic planning process that defined a bold 10-year vision centered on racial, gender, and economic justice, as well as long-term movement infrastructure. As a convener, connector, and resource aggregator, the DA supports donors seeking long-term impact and helps them move critical resources to the field.

Position Overview

The Democracy Alliance is seeking a highly organized, thoughtful, and proactive Executive Assistant to provide strategic and administrative support to the President. This role is ideal for someone who thrives in fast-paced, mission-driven environments and brings exceptional judgment, discretion, emotional intelligence, and attention to detail.

The Executive Assistant serves as a key operational and communications partner to the President, helping manage priorities, coordinate complex scheduling and travel, prepare materials and briefings, and ensure strong follow-through across a wide range of organizational responsibilities. The person in this role will regularly engage with senior staff, Board members, donors, external partners, and movement leaders.

Successful candidates are collaborative, adaptable, and deeply solutions-oriented. They are able to anticipate needs before they arise, manage competing priorities with grace, and maintain a high level of professionalism and confidentiality. This role also requires someone who can understand the broader organizational landscape and help create clear and efficient systems.

*This position is remote with a preference for someone based in NYC; however, qualified candidates outside of NYC will be considered.

Requirements

Executive Support & Calendar Management

• Manage the President’s complex calendar, including scheduling internal and external meetings across multiple stakeholders and time zones, and ensuring appropriate visibility into the President’s calendar. 
• Coordinate all travel logistics, including flights, accommodations, itineraries, and meeting preparation.
• Prepare and submit expense reports and support other administrative needs related to the President’s office.
• Work closely with senior leaders and serve as a trusted thought partner in helping manage President’s time and priorities. 

Board Engagement and Support

• Coordinate board materials, agendas, and pre-read packages to ensure timely distribution and alignment.
• Track follow-up actions and board decisions to support accountability and continuity between meetings.
• Maintain board records and documentation to ensure accurate archives and easy access to prior materials.
• Manage scheduling process for Board meetings and meetings between Board members and President. Coordinate with key support staff for Board members as needed. 

Communications & Relationship Management

• Serve as the primary administrative liaison between the President and internal and external stakeholders.
• Draft, edit, and send correspondence, meeting follow-ups, and other written materials on behalf of the President.
• Help senior leadership manage incoming requests and act as a strategic “traffic control” point of contact.
• Maintain a high degree of professionalism, diplomacy, and discretion when handling sensitive information and communications.
  

Organizational Coordination & Special Projects

• Logistically support meetings, retreats, and special initiatives connected to the President’s office.
• Coordinate with other administrative and operations staff to ensure seamless support across the organization.
• Contribute to building and maintaining systems, workflows, and operational practices that improve efficiency and communication.
• Provide additional project and administrative support as needed.

Skills and Qualifications:

• At least 3-4 years of experience providing high-level administrative or executive support, preferably in nonprofit, political, philanthropic, or mission-driven environments.
• Experience supporting senior executives with complex scheduling, travel, and communications.
• Demonstrated ability to synthesize information, prioritize multiple projects, and maintain composure in fast-paced, high-pressure environments.
• Strong organizational skills with acute attention to detail; project management skills a plus.
• Exceptional writing, editing, and communication skills.
• Excellent judgment, discretion, and ability to handle confidential information.
• Ability to proactively identify problems, anticipate needs, and develop solutions.
• Strong interpersonal skills and the ability to communicate and build relationships effectively with senior executives, donors, Board members, and staff.
• Advanced proficiency with Outlook and Google Workspace.

• Ability to work both independently and collaboratively while exercising sound judgment.
• Strong commitment to professionalism, reliability, and high-quality work

Culture and Values Alignment: 

• Demonstrates a deep commitment to social justice, including gender, racial, and economic justice. 
• Awareness of and sensitivity to the power dynamics inherent in philanthropy; strives to minimize and mitigate those dynamics in their interactions. 
• Able to receive and offer constructive criticism and learn from successes and failures. 
• Exhibits cultural competency and can communicate effectively with people representing diverse interests, styles, and backgrounds.

Benefits

Democracy Alliance offers a competitive compensation and generous benefits package, including:

• Comprehensive health, dental, vision, and life insurance, with DA covering 80% of a base health plan and multiple high-quality plan options
• A 7% non-elective employer contribution to a 401(k) after six months, regardless of employee contributions
• Four weeks (20 days) of PTO, paid sick leave, paid holidays, and two floating holidays
• Two week-long office closures annually, plus Summer Fridays
• A $165 per person monthly work-from-home stipend to support remote work expenses

We believe that a diverse workplace is critical to achieving our goals. We strongly encourage applications from people with marginalized identities and lived experiences that align with the communities we seek to serve.

Frequently cited statistics show that applicants from structurally marginalized and/or underrepresented groups apply to jobs only if they meet 100% of the qualifications. The Democracy Alliance encourages you to break that statistic and to apply. No one ever meets 100% of the qualifications. We look forward to your application!