Project Assistant (Communications)

Job Description

Job Description

Description:

States United Democracy Center, a nonpartisan organization dedicated to the rule of law and free, fair, and secure elections, is seeking a Project Assistant (Communications) to join its Communications team.

Job Overview:

The Project Assistant (Communications) provides high-level administrative support to the Communications & Digital team. This role reports to the Senior Vice President of Communications and is responsible for scheduling, preparing daily meetings and events, creating materials, taking notes, drafting agendas, and making travel arrangements, among other administrative tasks.

Responsibilities:

• Perform all duties in accordance with States United’s values of integrity, inclusion, collaboration, innovation, and excellence.
• Manage and coordinate schedules for the SVP and other members of the Communications team; schedule internal and external meetings and events; track meeting requests; adjust and prioritize last-minute changes.
• Track news coverage, compiling daily press clips and distributing news digests of relevant media coverage.
• Manage meeting logistics for virtual and in-person events, such as conference rooms, attendees, audio visual (AV), and catering.
• Prepare materials for meetings and events, including agendas, handouts, slide decks, talking points, and briefing memos.
• Take notes at meetings and prepare lists of follow-up tasks.
• Track key contacts and relationships and maintain up-to-date contact lists.
• Draft correspondence and other materials including presentations.
• Format, proofread, and fact check communications team materials and projects.
• Set up and maintain file systems, document sharing, to-do lists, and work stream trackers.
• Collaborate with other members of the States United team to manage logistics and prepare materials for organization-wide events and meetings.
• Book and coordinate travel arrangements.
• Display a positive attitude, show concern for people and community, demonstrate presence, self-confidence, common sense, and good listening ability.
• Other communications tasks as required.

Minimum Requirements:

• Bachelor’s degree.
• At least 1+ years of relevant work experience.
• Experience providing project or administrative support.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), with the ability to draft polished documents, build clear presentations, and manage data in spreadsheets to support day-to-day communications work.
• Strong organizational and administrative skills.
• Self-motivation and the ability to work independently on projects, from conception to completion.
• Ability to work under pressure at times.
• Ability to use sound judgment and discretion in working with confidential and/or sensitive information.
• Strong critical thinking, problem solving, research, and decision-making skills.
• Strong written and communications skills.
• Professionalism, tact, and diplomacy in interactions with senior professionals and government officials.
• Ability to work collaboratively with colleagues in a demanding and fast-paced environment.
• Ability to multitask and respond effectively to changing workloads and priorities.
• Ability to solve problems and creatively leverage resources to arrive at a resolution.
• A positive attitude and demonstrated concern for people and community, self-confidence, common sense, good listening ability, and a collaborative orientation.
• Ability to work some evenings and weekends as needed.
• Must be able to work Eastern (EST) time zone hours.
• Must be able to commit to a minimum of 10-15% travel time.

Preferred Qualifications:

• Experience working on issues of election protection, voting rights, and/or democracy protection strongly preferred.
• Experience publishing and updating web content via WordPress (or comparable CMS) preferred, including formatting posts, uploading images and media, embedding links, and ensuring content is accurate, on-brand, and accessible before going live.

We welcome and encourage individuals to apply even if they do not have all or any of the preferred qualifications listed above.

Cover Letter:

Only applications with cover letters included will be considered.

Compensation + Benefits:

• Annual salary will start at $63,860.

States United Democracy Center offers generous benefits including 100% employer-paid health, vision, and dental plans plus matching retirement plans.

We have offices located in Boston, MA; Brooklyn, NY; and Washington, DC. This position may also be remote within the United States, with travel to attend organizational and team meetings and conferences, and other travel as needed.

States United values a diverse workforce and a culture of inclusivity and belonging. We are an equal opportunity employer and encourage applications from all individuals without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law. Women, people of color, LGBTQ+ individuals, people with disabilities, and veterans are strongly encouraged to apply.