Executive Assistant to Chief Executive Officer

The Executive Assistant is responsible for providing high-level, proactive administrative and operational support directly to the CEO of Victory Field Operations, serving as the organizational engine behind her daily schedule, communications, and priorities. This role demands an exceptional level of discretion, anticipatory thinking, and precision, as the CEO depends on this position to manage the complexity of running a fast-paced, multi-project field operations firm with accuracy and calm professionalism. The Executive Assistant must be local to the Webberville, Michigan area, available to work closely alongside the CEO in person, and capable of independently managing competing demands while keeping leadership focused, prepared, and ahead of every deadline.

About Victory Field Operations

Victory Field Operations is a data-driven field operations firm dedicated to delivering ballot access, petition management, signature verification, fraud detection, door-to-door canvassing, get-out-the-vote programs, and recount operations for campaigns and causes that cannot afford mistakes. Founded to fill a critical gap in the political field operations industry, the company partners with candidates, ballot initiatives, party organizations, PACs, and civic engagement programs to design, deploy, and defend high-integrity field programs statewide and nationwide. Victory Field Operations combines documented standard operating procedures, rigorous quality controls, daily performance reporting, and zero-tolerance fraud detection to deliver results that are not only measurable but fully defensible under scrutiny. Built on a foundation of integrity, discipline, accountability, and transparency, the company runs field operations like a professional organization — with scorecards, audits, corrective action systems, and chain-of-custody documentation that protects every client's timeline and credibility.

$60,000 – $65,000 (based on experience)

Standard business hours with flexibility during high-activity campaign cycles; occasional after-hours availability when genuinely necessary

Target Start Date

As soon as the right candidate is identified

This role is defined less by software checklists and more by behavioral non-negotiables. The successful candidate becomes an extension of the CEO's decision-making and consistently demonstrates:

• Ownership — takes complete ownership of outcomes without being asked and solves problems before escalating them.
• Speed — thrives in a fast-moving environment, switches priorities multiple times a day, and is energized rather than overwhelmed by urgency.
• Organization — keeps calendar, inbox, meetings, travel, projects, and follow-up flawless; never lets details fall through the cracks.
• Communication — exceptionally strong written communication; can draft correspondence that sounds like the CEO; professional but warm.
• Confidentiality — can be trusted with absolutely everything, including political strategy, HR, financial, legal, and personnel matters.
• Anticipation — thinks two or three steps ahead and identifies conflicts before they become problems.
• Accountability — welcomes feedback, does not become defensive, and fixes mistakes immediately.
• Technology — learns new software quickly, is comfortable with AI, and is highly proficient with Google Workspace, Microsoft Office, and project-management tools.

Success Looks Like

• The CEO's schedule, communications, and priorities are managed with consistent precision, allowing her to operate at her highest level without administrative friction or missed commitments.
• Complex logistics, travel arrangements, and multi-stakeholder coordination are handled proactively and completely, with every detail confirmed, prepared, and ready before the CEO needs it.
• A depth of familiarity with the CEO's preferences, working style, and priorities enables the Executive Assistant to act on her behalf with confidence, accuracy, and sound independent judgment.
• Sensitive business information, internal communications, and confidential matters are handled with the utmost discretion and professionalism at every level of the organization.
• The CEO consistently feels organized, supported, and ahead of her commitments because the Executive Assistant anticipates needs before they surface and resolves issues before they elevate.

Objectives & Key Responsibilities

• Manage the CEO's calendar with precision — scheduling and prioritizing appointments, meetings, client calls, and travel while proactively identifying and resolving conflicts before they arise.
• Draft, review, proofread, and send professional correspondence and emails on behalf of the CEO, ensuring accuracy, clarity, and alignment with her tone and intent.
• Coordinate all domestic travel logistics — flights, hotels, ground transportation, and detailed itinerary management — ensuring every element is confirmed and documented in advance.
• Prepare the CEO for meetings by researching attendees, compiling briefing materials, organizing agendas, and ensuring she has all necessary context to engage effectively.
• Track action items, follow-up commitments, and open priorities across the CEO's workload, proactively surfacing items that require her attention and keeping stakeholders informed.
• Manage and organize the CEO's inbox using consistent filing, flagging, and response protocols so high-priority communications are addressed promptly and nothing falls through the cracks.
• Coordinate internal and external meetings end to end — scheduling, logistics, material preparation, note-taking, and timely distribution of follow-up summaries and action items.
• Handle confidential company information, personnel matters, and sensitive business communications with the highest level of integrity, discretion, and professionalism at all times.
• Support the CEO with special projects, strategic initiatives, and ad hoc research, delivering organized, well-structured information that enables faster, more confident decision-making.
• Manage vendor relationships, service-provider communications, and general administrative operations for VFO's headquarters, keeping the office organized, stocked, and running efficiently.
• Maintain clean, accessible digital and physical filing systems for the CEO's documents, contracts, correspondence, and records, ensuring easy retrieval and consistent version control.
• Serve as the primary point of contact and gatekeeper for the CEO's office, professionally screening and routing calls, visitors, and requests in alignment with her schedule and priorities.
• Anticipatory Thinking — identifies the CEO's needs, upcoming conflicts, and emerging priorities before they surface and acts proactively rather than waiting to be directed.
• Organizational Excellence — maintains impeccable order across calendar, communications, documents, and priorities, building systems that ensure nothing is lost, missed, or overlooked.
• Discretion and Confidentiality — handles sensitive business information, personnel matters, and internal communications with unwavering professionalism.
• Written Communication — produces polished, accurate correspondence, meeting summaries, and briefing documents that faithfully reflect the CEO's voice and intent.
• Time Management — manages a high volume of competing tasks and shifting priorities without losing focus or composure, consistently meeting deadlines.
• Attention to Detail — reviews schedules, travel, correspondence, and materials with precision to catch errors before they reach the CEO or an external stakeholder.
• Relationship Management — builds professional, trust-based relationships with team members, clients, vendors, and partners, representing the CEO's office with warmth and credibility.
• Problem Solving - resolves logistical challenges and operational issues independently, escalating only when the CEO's direct involvement is truly necessary.
• Adaptability - responds calmly and effectively to last-minute changes and urgent requests without sacrificing quality or professionalism.
• Judgment and Decision-Making - exercises sound, context-aware judgment, knowing confidently when to act independently and when to consult.
• Professionalism - represents the CEO and VFO with the highest standard of conduct, presentation, and communication in every interaction.

Education and Experience

• High school diploma or equivalent required; bachelor's degree in Business Administration, Communications, or a related field preferred.
• Minimum 3 years of experience as an Executive Assistant, Personal Assistant, or senior administrative support professional supporting a C‑suite or senior executive.
• Demonstrated ability to manage complex, high-volume calendars and multi-party scheduling across competing priorities.
• Experience coordinating domestic travel logistics including flights, accommodations, and full itinerary preparation.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Drive, Docs).
• Strong written communication skills, with experience drafting correspondence and preparing briefing materials on behalf of executive leadership.
• Experience in a fast-paced, small‑business or entrepreneurial environment strongly preferred.
• Prior experience supporting leadership in political campaigns, field operations, government relations, or public affairs is a plus but not required.
• Must reside locally in or around Webberville, Michigan and be available to work on‑site at VFO headquarters.

Physical Requirements

• Able to remain seated at a workstation for extended periods while managing calendars, correspondence, and administrative tasks.
• Able to travel locally and occasionally out of state to support the CEO's schedule and organizational commitments.