Executive Assistant, Partner Operations

ABOUT CIVITAS

Civitas Public Affairs Group, an Orchestra company, is a values-based public affairs firm that delivers winning advocacy campaigns for our clients and the communities they serve. We enlist experts, leverage relationships, and build coalitions to address some of the most pressing political and societal challenges of our day, including climate change, protecting our democracy, reproductive health, and advancing the rights of LGBTQ people.

Our bipartisan firm brings proven experience developing innovative advocacy campaigns to win substantive policy change at the local, state, and national levels. With offices in Boston, New York City, and Washington DC, we work closely with the nation’s leading philanthropists, non-profit organizations, and movements to substantively impact progressive issues and causes.

Some of our current and former clients include the Black Futures Policy Institute, CityHealth, the Collaborative for Gender and Reproductive Equity, Citizens for Responsible Energy Solutions, Center for Secure and Modern Elections, Inseparable, National Council for Mental Wellbeing, the Pipeline Fund, the Trevor Project, Voices for Healthy Kids, and more.

We are seeking an Executive Assistant, Partner Operations to join our New York team. This is a hybrid position that requires three days in the office per week and two days of remote work.

ABOUT THIS ROLE

This role provides dedicated executive support to our Principal/Partners, with responsibility for managing calendars, travel, and operational coordination for the New York City office and reports to the Chief of Staff. 

The Executive Assistant, Partner Operations will own complex calendar management across multiple senior leaders, coordinate travel and logistics, and serve as a central point of coordination across internal teams and external stakeholders. This role requires sound judgment, discretion, and the ability to anticipate needs, resolve conflicts, and calmly maintain stability in a fast-moving environment.

This is a role for someone who takes pride in being highly reliable, detail-oriented, and steady under pressure, and who understands that strong executive support is critical to the effectiveness of firm leadership. 

ACCOUNTABILITIES AND QUALIFICATIONS

• Own and manage complex leadership calendars, including scheduling across multiple stakeholders and time zones, and ensuring alignment with established priorities and commitments 
• Coordinate all travel logistics, including itineraries, accommodations, and real-time adjustments as plans evolve 
• Ensure leadership is logistically prepared for meetings, including confirming schedules, materials, and timing 
• Facilitate clear communication and coordination between leadership, internal team members, and external stakeholders as it relates to scheduling and logistics 
• Manage expense reporting and reimbursements with accuracy and timeliness 
• Support logistics for internal meetings, convenings, and partner engagements 
• Maintain organized, up-to-date systems across calendars, documents, and communications 
• Partner with support staff across Civitas offices to ensure consistency and coverage 
• Oversee general office processes and ensure an organized office environment including but not limited to ordering supplies, stocking snacks, preparing the conference room for in-person meetings, and liaising with building management 
• Perform other duties as required and/or assigned.

ESSENTIAL SKILLS  

• 5–10+ years of experience in an executive assistant or comparable administrative role, ideally supporting senior leaders in a professional services, nonprofit, or public affairs environment 
• Demonstrated experience managing complex calendars and coordinating travel in a high-demand setting 
• Exceptional organizational skills and impeccable attention to detail 
• Strong written and verbal communication skills, with the ability to interact professionally with senior stakeholders 
• Ability to manage multiple priorities, exercise sound judgment, and follow through consistently 
• High level of discretion and professionalism in handling sensitive information 
• Strong computer and technology skills, including proficiency in Microsoft Office and Google Suite (with an emphasis on Outlook)
• Reliable, proactive, and comfortable operating in a fast-paced environment 
• Bachelor’s degree preferred

The salary range for this position is $85,000-$100,000 per year, commensurate with experience. This is a hybrid position that will require 3 days per week in the New York City office. Civitas also offers opportunities for a bonus through an annual review process and an excellent benefits package including coverage for health, vision, and dental insurance premiums; paid parental leave; time off including vacation, holidays, and wellness days; 401(k) with an employer contribution and additional benefits.

Civitas Public Affairs is committed to creating a dynamic, multicultural, and diverse work environment. Candidates of color and of diverse backgrounds are encouraged to apply. Civitas Public Affairs is an equal opportunity employer.

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