• Document processes and maintain accurate records. • Upload and organize files in Google Drive. • Perform data entry and internal reporting tasks. • Manage emails and communication with clients and vendors. • Support research and document handling. • Other similar or related tasks.

• Manage and organize daily schedules and appointments for executives and team members. • Prepare and edit correspondence, communications, presentations, and other documents. • Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items. • Maintain and update company databases, ensuring accuracy and confidentiality of information. • Assist in the preparation and processing of financial documents, such as invoices and expense reports.

• Monitor a broad range of communication in order to make scheduling determinations. • Maintain calendar for and provide related support to assigned Senior Executives (3 Senior Executives). • Perform all actions required to schedule meetings, coordinate, and set up/connect for virtual meetings and conferences using government subscriptions for virtual platforms as required. • Conduct at least one weekly meeting with Executives on their individual calendaring needs, for forward-looking meeting requirements or to discuss challenges with calendars/schedules. • Obtain a thorough understanding of the mission, objectives, and organizational structure (on and off-site; Federal and contractor) of the office to which assigned, in order to better interface and facilitate communications with others. • Communicate and interface with Government and contractor executives (to include their assigned staff) to facilitate meetings and transmission of other pertinent acquisition information. • Provide administrative support to prepare, creating, format, review and edit correspondence, reports, notes, memorandums, letters, presentations, and other forms of communication for conformance with appropriate formatting, procedural instructions, accuracy, typographical/spelling, grammar, and necessary attachment for distribution as directed or as appropriate. • Maintaining main staff directories and organizational charts. • Review correspondence for signatures from members of assigned staff, the supervisor, or other senior managers and proper format. • Provide administrative support during meetings, conferences, etc. as requested, and provide accurate note-taking for such meetings. • Follow up with summary meeting notes, action items and/or reports from meetings for distribution no more than 3 days after the conclusion of meetings scheduled for 75 minutes or less. • Gather, assemble, track, prepare, and submit for routing and maintain requisition packages related to OA p procurements/purchases (i.e., routing sheet, acquisition documents and other pertinent information).

Job Title Project Assistant - Term-limited through January 2027 Reports To Chief of Staff Salary $74,090 - $90,000 annualized Direct Reports No Location Remote (DC preferred) Position Status Term-Limited (through January 31, 2027) Full-time Non-Exempt About Us: All Voting is Local works year-round with our partners to prevent partisan interference in our elections, advance fair and inclusive rules on voter registration, and remove barriers that make it more difficult for people to vote – particularly for Black, Brown, Native American, and other historically marginalized communities. As a multi-state organization with a national presence and resources, we build connections between state and national advocacy groups so that local voices and perspectives inform the national conversation around voter access. All Voting is Local’s (c)4 affiliate, All Voting is Local Action ("AVL Action"), advocates for policies and legislative priorities that expand voter access and prevent partisan interference in our elections. About the Role: Reporting to the Chief of Staff, All Voting is Local is seeking a Project Assistant to support the day-to-day infrastructure of a fast-moving, nonpartisan project focused on safeguarding our elections and the future of American democracy. This role sits at the center of coalition operations — keeping communications flowing, information organized, and ensuring that nothing falls through the cracks. The right person is understanding of the stakes, detail-oriented, proactive, flexible, and comfortable navigating complexity across multiple workstreams and partner relationships. This position involves work for both All Voting and AVL Action, and is a term-limited role: it will sunset on January 31, 2027. Duties & Responsibilities Meetings, Communications, & Logistics Support - Assist senior staff in maintaining the project work plan and tracking progress across workstreams - Take and distribute notes and action items from coalition calls, partner check-ins, and internal team meetings - Draft and send routine communications, including scheduling emails, meeting invites, and informational updates File & Information Management - Maintain shared Google Drives, including folder architecture, file naming conventions, and document versioning - Maintain tracking documents such as partner rosters and contact lists - Upload, organize, and archive materials and resources after each event or call Scheduling & Logistics - Coordinate scheduling for two Team Leads - Assist with logistics for convenings, including managing RSVPs, preparing materials, and supporting day-of execution - Support onboarding logistics for new partner organizations Issue Tracking - Monitor the coalition's operational inbox and issue log, maintaining a running record of open items, flags, and outstanding tasks across partner organizations - Prepare and distribute a regular summary of open items to senior staff and relevant stakeholders Core Organizational Responsibilities: - Liaise with All Voting team members, as necessary, on communication, follow-up, and other applicable projects, initiatives, and deliverables. - Regular travel to convenings, conferences, and critical meetings. - Navigate and utilize All Voting's various platforms (e.g.: Asana, Google Workspace, Slack) and methods (M.O.C.H.A.) to see work through to satisfactory completion. - Other duties as assigned. Minimum Requirements We understand that the right candidate for this role may not possess experience in all of these areas, and are committed to hiring a candidate who brings the right attitude, skills and experiences to complement the existing team. A clear-eyed understanding of the threats facing our elections, and a passion for voting rights and civil rights is required. Otherwise, the ideal candidate will have a combination of the following qualifications: - 2–5 years of experience in an administrative, operations, scheduling, and/or organizing support role - High school diploma or equivalent - Maintains a grounded and steady presence in the face of high-stakes work. - Superior attention to detail, commitment to data integrity and quality of work, and comfort with deadline-driven environments - Strong written communication skills; able to produce high-quality and audience-appropriate written content and emails quickly - Proficiency in Google Workspace (Drive, Docs, Sheets, Calendar, Meet) - Demonstrated ability to manage priorities and track tasks across workstreams - Comfort with basic project management tools (e.g., Asana, Airtable) Preferred Qualifications - Experience in electoral, advocacy, or nonprofit contexts - Familiarity with coalition or partner management in electoral or civic contexts - Experience working with large partner networks or multi-org coalitions - Bachelor’s degree - Strong project management skills with a high attention to detail; proven success in working across multiple partners and groups (internally and externally) leading complex planning efforts. - Experience working with project management tools (Asana); data and CRM management (EveryAction, Salesforce) - Familiarity with tools for drafting, scheduling, and task management. Employee Benefits: All Voting offers a comprehensive benefits package, including: - Employer-paid medical, dental, and vision insurance. - Life, short-term and long-term disability, and AD&D insurance - Flexible Spending Account (FSA) - 403(b) Retirement Account with a 6.5% direct employer contribution after 3 months of employment - Employee Assistance Program (EAP) - Monthly tech stipend - Generous paid time off policies that include: - Vacation Days - Sick Days - Personal Leave - Paid Parental Leave How To Apply: Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At All Voting, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience does not align perfectly with every qualification in this role description, we encourage you to apply anyway. You may be just the right candidate for this or other roles. Our Commitment to an Inclusive Workplace: All Voting is Local 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 an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws.