Job Title: Administrative Assistant

Location: Remote, East Coast preferred

Type: Full-Time, Non-Exempt

Reports to: Chief of Staff

About Voting Rights Lab

Voting Rights Lab, a national nonpartisan 501(c)(3), and its 501(c)(4) affiliate are fighting the state-level battles that will shape elections in 2026, 2028, and for decades to come. Our strategy is threefold: build the Advancing Liberty Coalition — uniting veterans and military families, women of faith, people with disabilities, and business leaders across the ideological spectrum; block efforts to manipulate elections or interfere with certification; and protect democracy's guardrails to ensure elections are fair, accessible, and transparent.

In 2025 alone, we stopped a wave of proof-of-citizenship mandates in red and purple states from Texas to Michigan, and produced the first-ever map of election law vulnerabilities — showing where losing candidates can exploit state laws to challenge legitimate results. Grounded in deep state-level relationships and cross-ideological credibility, we anticipate threats and deliver solutions where democracy is most at risk.

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The Opportunity

We are seeking a driven, proactive, and detail-oriented Administrative Assistant. This role is responsible for all administrative support for the organization, including scheduling, note-taking, and travel arrangements. The ideal candidate is a self-starter who thrives in a fast-paced environment and possesses strong written and verbal communication, administrative, and organizational skills. This role will report to the Chief of Staff.

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Key Responsibilities

• Effectively prioritize commitments and manage calendars for leadership and staff across multiple time zones

• Schedule internal and external meetings, send invitations, and prepare agendas

• Anticipate scheduling conflicts and proactively resolve them

• Take detailed notes in meetings across the organization and turn them into clear action items

• Plan for and execute travel arrangements, including itineraries, bookings, and briefing materials preparation

• Complete timesheet entry for leadership

• Reconcile credit card expenses for leadership

• Assist with tracking grant deadlines, reporting requirements, and submission materials

• Maintain our CRM (Salesforce) with up-to-date donor communications

• Support virtual team events, all-staff retreats, and other organizational initiatives

• Identify opportunities to improve administrative systems and workflows

• Provide general support as requested

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Qualifications & Experience

Required

• At least 2 years of administrative experience in a fast-paced organization

• Excellent organizational and time management skills, ensuring both routine and urgent tasks are completed successfully and in a thorough and timely manner

• Detail-oriented, able to adjust to shifting priorities in a busy environment, and self-motivated, with the ability to work well independently in a fully remote environment

• Strong interpersonal, verbal, and written communication skills, including the ability to maintain open communication

• Track record of independent problem-solving

• Experience applying significant discretion to sensitive or confidential information

• Proficiency with G-Suite (Docs, Sheets, Slides), Adobe Acrobat, and Zoom

Preferred

• Experience with Salesforce or a similar CRM

• Experience working within or alongside both 501(c)(3) and 501(c)(4) entities

• Familiarity with A.I. software (such as Claude, Gemini, or Chat GPT)

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Compensation and benefits

We value our staff by offering competitive pay and a comprehensive benefits package, detailed below.

The Administrative Assistant is in the Coordinator (Non-Exempt) pay band, and the hiring range for this position is $30–$35 per hour (40 hrs per week), plus benefits. The base pay offered will take into account internal equity and may also vary depending on the candidate’s job-related knowledge, skills, and experience, among other factors. The total compensation package may include the full range of medical, financial, and/or other benefits, depending on the level and position offered.

At this time, we provide the following benefits for eligible employees:

• Medical, dental, and vision insurance that is majority employer-funded

• 401(k) retirement plan, with up to 6% employer match

• Generous paid time off package, including unlimited flexible vacation leave, 2 weeks sick leave, in addition to 13 paid holidays, winter holiday closure, and other PTO opportunities such as parental leave, volunteer time, and more

• Flexible spending account for medical and dependent care

• Short-term and long-term disability insurance

• Basic-term life and accidental death and dismemberment (ADD) insurance, with an employee buy-up option

• Additional benefits include work-from-home benefits, cell phone benefits, and fitness benefits

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Equal Employment Opportunity Statement

Voting Rights Lab is a non-profit organization that is committed to attracting, developing, and retaining exceptional people, and to creating a work environment that is dynamic, rewarding, and enables each of us to realize our potential. Voting Rights Lab’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

Part of Voting Rights Lab’s mission is to ensure that people with records of arrest or conviction can vote. As such, we give full and fair consideration to all applicants, regardless of a past record of arrest or conviction.