Executive Assistant & Board Liaison

About the Democracy Alliance

The Democracy Alliance (DA), founded in 2005, is a donor community of individual philanthropists, foundations, and labor unions committed to a just, thriving democracy and a shared progressive future. The DA invests in building progressive infrastructure in the United States by filling gaps, providing catalytic funding, and resourcing social change all in service of a multiracial, feminist democracy that works for all.

The DA recently completed a strategic planning process that defined a bold 10-year vision centered on racial, gender, and economic justice, as well as long-term movement infrastructure. As a convener, connector, and resource aggregator, the DA supports donors seeking long-term impact and helps them move critical resources to the field.

Position Overview

The Democracy Alliance is seeking a highly organized, thoughtful, and proactive Executive Assistant to provide strategic and administrative support to the President. This role is ideal for someone who thrives in fast-paced, mission-driven environments and brings exceptional judgment, discretion, emotional intelligence, and attention to detail.

The Executive Assistant serves as a key operational and communications partner to the President, helping manage priorities, coordinate complex scheduling and travel, prepare materials and briefings, and ensure strong follow-through across a wide range of organizational responsibilities. The person in this role will regularly engage with senior staff, Board members, donors, external partners, and movement leaders.

Successful candidates are collaborative, adaptable, and deeply solutions-oriented. They are able to anticipate needs before they arise, manage competing priorities with grace, and maintain a high level of professionalism and confidentiality. This role also requires someone who can understand the broader organizational landscape and help create clear and efficient systems.

*This position is remote with a preference for someone based in NYC; however, qualified candidates outside of NYC will be considered.

Requirements

Executive Support & Calendar Management

• Manage the President’s complex calendar, including scheduling internal and external meetings across multiple stakeholders and time zones, and ensuring appropriate visibility into the President’s calendar.
• Coordinate all travel logistics, including flights, accommodations, itineraries, and meeting preparation.
• Prepare and submit expense reports and support other administrative needs related to the President’s office.
• Work closely with senior leaders and serve as a trusted thought partner in helping manage President’s time and priorities.

Board Engagement and Support

• Coordinate board materials, agendas, and pre-read packages to ensure timely distribution and alignment.
• Track follow-up actions and board decisions to support accountability and continuity between meetings.
• Maintain board records and documentation to ensure accurate archives and easy access to prior materials.
• Manage scheduling process for Board meetings and meetings between Board members and President. Coordinate with key support staff for Board members as needed.

Communications & Relationship Management

• Serve as the primary administrative liaison between the President and internal and external stakeholders.
• Draft, edit, and send correspondence, meeting follow-ups, and other written materials on behalf of the President.
• Help senior leadership manage incoming requests and act as a strategic “traffic control” point of contact.
• Maintain a high degree of professionalism, diplomacy, and discretion when handling sensitive information and communications.

Organizational Coordination & Special Projects

• Logistically support meetings, retreats, and special initiatives connected to the President’s office.
• Coordinate with other administrative and operations staff to ensure seamless support across the organization.
• Contribute to building and maintaining systems, workflows, and operational practices that improve efficiency and communication.
• Provide additional project and administrative support as needed.

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Skills and Qualifications:

• At least 3-4 years of experience providing high-level administrative or executive support, preferably in nonprofit, political, philanthropic, or mission-driven environments.
• Experience supporting senior executives with complex scheduling, travel, and communicat…