Administrative Assistant

📋 Description

• • Serve as the operational backbone of Third Plateau’s democracy team, ensuring two high-impact projects that safeguard and strengthen American democracy run like clockwork. Your behind-the-scenes mastery will free senior leaders to focus on strategy while you orchestrate every logistical detail.
• • Own the calendars of the Vice President and Senior Director, Democracy—anticipating conflicts, prioritizing stakeholder meetings, and seamlessly juggling time zones so that critical convenings with funders, field partners, and policy leaders never slip through the cracks.
• • Be the first impression and steady voice for external partners: craft warm, precise emails; field urgent requests; and route inquiries to the right team member, embodying Third Plateau’s hospitality mindset in every interaction.
• • Transform virtual gatherings into memorable experiences. You’ll build Zoom events from the ground up—drafting invitations, tracking RSVPs, hosting calls, editing recordings, and distributing polished follow-up packages that keep momentum alive long after the last attendee logs off.
• • Translate in-person strategy sessions, donor briefings, and multi-day retreats from concept to reality. Scout venues, negotiate vendor contracts, design room layouts, coordinate catering, reserve hotel blocks, and be the on-site point person who calmly solves last-minute hiccups before anyone else notices.
• • Capture lightning in a notebook: attend key meetings, distill complex discussions into crisp takeaways, and circulate action-item trackers that empower every teammate to move forward with clarity and confidence.
• • Keep the democracy team’s knowledge engine humming. Upload files, tag documents, and maintain Airtable and Salesforce hygiene so that institutional memory is always one click away for colleagues in multiple time zones.
• • Proactively surface operational pain points—whether it’s an over-complicated expense workflow or a missing step in event checklists—and pilot small-scale fixes that ripple into big efficiency gains across the firm.
• • Provide ad-hoc project management muscle when grants, campaigns, or rapid-response moments spike: build briefing binders, order swag, ship materials, and coordinate travel so that program leads can stay laser-focused on impact.
• • Model Third Plateau’s values daily: TEAM UP by offering generous help to peers on tight deadlines; STEP UP by suggesting bold ideas that stretch our capacity; LEARN UP by seeking feedback after every event; and LIVE UP by protecting your own well-being so you can sustain the joy this work demands.
• • Contribute to a culture of continuous improvement by participating in peer learning communities, sharing hacks that save time, and celebrating colleagues’ wins in Slack threads and all-hands meetings.
• • Tend to the internal gears that keep a remote-first firm cohesive: process expense reports, update timesheets, route HR forms, and keep your finger on the pulse of team morale so nothing administrative becomes a distraction from mission.