Executive Assistant

Position Summary

The Executive Assistant supports the Director of Supply and Logistics by providing high-level administrative, organizational, and operational assistance. The role ensures smooth, efficient, and confidential handling of executive tasks and helps the department achieve its mission to conduct safe, free, and accessible elections.

Schedule: Monday- Friday 8:30-5:00PM

Key Duties & Responsibilities

• Manage the Director’s calendar: schedule meetings, appointments, travel, and ensure conflicting priorities are handled.

• Screen, respond, or route emails, phone calls, mail, and messages; act as first point of contact for internal and external stakeholders.

• Prepare, edit, proofread, and distribute correspondence, reports, presentations, meeting agendas, minutes, and other official documents.

• Conduct research and compilation of data/statistics, as requested, for decision-making and reporting (e.g. for Board, state/federal reporting, performance metrics).

• Oversee special projects assigned by the Director (elections-related projects, voter education or outreach, policy updates, regulatory compliance).

• Maintain confidential files and documentation; ensure records are accurate, updated, and stored/disposed in compliance with policy/law.

• Coordinate with other departmental units (Voter Registration, Absentee Ballots, Poll Worker training, Voter Education/Outreach) to facilitate communications and operations.

• Assist in planning and coordinating of meetings at executive or Board level (e.g. Registration & Elections Board), including preparing meeting packets, managing logistics, taking minutes, and following up on action items.

• Handle logistics for executive travel, conferences, seminars, etc.

• Often act as liaison with external partners such as state election authorities, media, community groups, vendors.

• Assist in administrative tasks during election cycles: printing/distribution of materials, tracking deadlines, verifying compliance with state laws, attending to last-minute changes or emergency operations.

• Ensure the Director is made aware of emerging issues, deadlines, regulatory changes, or incidents that require attention.

Skills, Qualifications & Requirements

• Experience: Multiple years (often 5+) of progressively responsible experience in administrative or executive assistance. Experience in election administration, public service, or local government strongly desirable.

• Strong written and verbal communication skills; ability to compose formal correspondence; ability to prepare reports/presentations.

• Excellent organizational skills, attention to detail, able to manage multiple tasks/projects simultaneously, adaptable to changing priorities (especially during election seasons).

• High degree of discretion and ability to handle confidential and sensitive information.

• Proficiency in MS Office (Word, Excel, PowerPoint) and ability to learn specialized election software or databases.

• Good interpersonal skills; ability to liaise with officials, staff, public, media.

• Reliable, ethical, and professional; ability to work under pressure or during irregular hours, especially