Executive Assistant GTM Operations

Civitech is a public benefit corporation dedicated to creating a fairer and more equitable democracy by building the tools and infrastructure needed to increase civic participation, empower Democratic candidates to win, and support the success of progressive causes. Since its founding in 2019, more than 500 partners—including nonprofit organizations, national political committees, and individual campaigns—have used Civitech’s tools to reach tens of millions of voters.

Civitech is a remote-first company hiring within its current footprint of 30 states and maintains a physical coworking and collaboration headquarters in Austin, Texas. The company strongly encourages women, people of color, LGBTQIA+ individuals, and members of other groups traditionally underrepresented in technology to apply.

This role sits within Operations and directly supports the COO while partnering primarily with leaders and team members across Civitech’s Go-to-Market organization and, where relevant, supporting company-wide leadership forums. Its purpose is to increase organizational capacity by protecting executive and team focus, strengthening meeting discipline, keeping information and unresolved work moving to resolution, and helping teams use established operating structures consistently.

The role reports to the Chief Operating Officer and does not currently manage any direct reports. Civitech offers comprehensive benefits, flexible schedules, professional development support, and a salary range of $75,000 to $95,000 annually, commensurate with experience, education, relevant skills, and other job-related qualifications.

• 3–9 years of relevant experience supporting an executive, senior leadership team, or complex cross-functional organization.
• Ability to independently manage and prioritize a high-volume daily workload with minimal supervision while consistently delivering reliable, high-quality work.
• Sound judgment about when to resolve an issue independently, involve the appropriate owner, or escalate a blocker or sensitive issue.
• Excellent written and verbal communication skills, including clearly communicating progress, risks, and status and maintaining useful documentation of processes, decisions, and work in progress.
• Confidence working with senior leaders, respectfully pushing back, asking clarifying questions, and reinforcing agreed-upon expectations.
• A proactive mindset with the ability to notice problems, inefficiencies, and loose ends and take initiative to address them.
• Strong interpersonal skills and the ability to build trust across teams while enforcing structure without making people feel policed.
• A high degree of discretion and sound judgment when handling sensitive executive communications and confidential information.
• Comfort working in a fast-paced, remote environment where priorities can change quickly.
• Strong systems thinking and an instinct for simplifying work rather than adding layers of process.
• Experience improving meeting practices, team operating rhythms, or cross-functional workflows is helpful.
• Experience working in a remote-first organization is helpful.
• Familiarity with collaboration and project-management tools such as Google Workspace, Slack, and Asana or similar systems is helpful.
• Applicants must possess independent authorization to work in the United States; Civitech is unable to provide visa sponsorship.

• Manage the COO’s calendar and inbox, triage messages, surface priorities, help draft or coordinate responses, and track follow-up.
• Coordinate scheduling, meeting preparation, follow-ups, and day-to-day administrative needs while helping the COO stay ahead of commitments, deadlines, decisions, and unresolved items.
• Monitor key internal Slack conversations for questions, decisions, or issues without a clear owner or resolution; route them to the right person, track follow-up, and help close the loop.
• Own preparation and coordination for recurring meetings within the COO’s scope, including GTM operating rhythms and company-wide leadership meetings.
• Develop agendas with meeting owners, solicit agenda items and inputs, circulate agendas and materials in advance, monitor participation, and follow up on gaps, decisions, and action items.
• Apply and reinforce established meeting practices, including clear purpose, appropriate attendees, agendas, and expected outcomes; flag gaps and recommend improvements.
• Identify overlapping, duplicative, or newly created meetings and recommend when work could be combined, eliminated, or redirected into an existing meeting, workflow, or communication channel.
• Protect focus time for the COO and GTM leaders and help reduce unnecessary calendar fragmentation across the team.
• Capture key decisions, action items, owners, and follow-ups and route questions, updates, and decisions into appropriate established channels and systems.
• Identify recurring friction, communication gaps, or inefficient patterns and partner with GTM leaders to continuously improve operating rhythms without creating unnecessary process or bureaucracy.