Mississippi Votes is hiring: Executive Assistant in Jackson

Overview

Position Title: Executive Assistant to the Executive Director

Reports To: Executive Director, Arekia Bennett-Scott

Location: Jackson, MS

About Mississippi Votes

Mississippi Votes (MS Votes) is a youth-centered, nonpartisan nonprofit organization dedicated to building civic power through advocacy, education, and organizing. We envision a Mississippi where all voices are heard and respected, empowering young people and communities to advocate for the policies and leadership they deserve.

Position Overview

The Executive Assistant (EA) to the Executive Director (ED) will provide comprehensive administrative and support, ensuring the ED\u2019s time and focus are devoted to top-priority work. The EA is instrumental in keeping the Executive Office organized, responsive, and forward-thinking. This role requires a proactive, detail-oriented, and solutions-driven professional who thrives in a dynamic, mission-focused environment and embodies a commitment to MS Votes\u2019 values of equity, inclusion, and empowerment.

Key Responsibilities

Executive Support

• Manage and optimize the ED\u2019s daily to-do lists, itineraries, and calendars to prioritize critical tasks and engagements.
• Schedule and prepare for meetings, including developing agendas, preparing packets, recording accurate minutes, and following up on action items.
• Manage the ED\u2019s travel schedule, including booking travel, adjusting calendars, tracking expenditures, and traveling with the ED as needed.
• Maintain and update the ED\u2019s bio and respond to requests for materials related to the ED and MS Votes.

Project & Workflow Management

• Coordinate internal workflows, task management, and communications to ensure the ED is fully prepared for all engagements.
• Assist with special projects, including designing and producing documents, reports, and presentations.

Board & Event Support

• Organize and manage board meetings and retreats, including catering, agenda preparation, and the distribution of materials.
• Support the planning and execution of special events hosted by the ED, including convenings, receptions, and public engagements.

Communication & Social Media

• Work with the Communications Team to elevate the ED\u2019s social media presence, drafting posts, monitoring news, and staying updated on best practices.
• Draft and proofread acknowledgment letters, personal correspondence, and communication that reflects the ED\u2019s voice and priorities.

Stakeholder Engagement

• Build and maintain strong relationships with internal and external stakeholders, meeting people where they are and inspiring collective action.
• Provide background summaries and preparation for meetings with external partners, stakeholders, and funders.

Administrative Support

• Read, research, and route communication, correspondence, and documents to prioritize the ED\u2019s time effectively.
• Ensure confidentiality, professionalism, and discretion in handling sensitive organizational matters.

Qualifications

• Project Management: Proven ability to manage multiple projects, anticipate challenges, and make sound decisions under pressure.
• Equity Lens: Experience organizing colleagues or movements with a racial justice and equity framework.
• Communication: Exceptional writing, verbal, analytical, and problem-solving skills with the ability to draft professional correspondence.
• Technical Proficiency: Advanced skills in Google Workspace, Microsoft Office Suite, project management software (e.g., Asana), and scheduling tools. Experience with Apple devices and social media platforms is preferred.
• Detail-Oriented: Highly organized with the ability to prioritize tasks, meet deadlines, and handle multiple assignments.
• Interpersonal Skills: Ability to build trust and collaborate with a diverse range of stakeholders, maintaining emotional maturity and tact.
• Resilience & Resourcefulness: Creative problem-solver with a strong sense of initiative and ability to find solutions to challenges.
• Operational Experience: Knowledge or experience in operations, event planning, or nonprofit project management is a plus.
• Mobility: Valid driver’s license, reliable transportation for long distances, and willingness to work extended hours, including weekends, as needed.

Preferred Attributes

• Demonstrated ability to anticipate needs and act independently to fulfill them.
• Strong alignment with MS Votes\u2019 mission to empower communities and advance social justice.
• Emotional maturity, confidentiality, and professionalism in all aspects of work.

Position Details

• Compensation: $50,000-$55,000 annually
• Position is based in Jackson, MS
• Evenings and weekend hours may be necessary
• Travel Required
• The EA is expected to travel in most instances that the ED travels
• Car and driver\u2019s license required for in-state travel

Reports To

Executive Director

How To Apply

Submit your resume and cover letter to jobs@msvotes.org via the form on the "Join the Team" page of our website: https://www.msvotes.org/opportunities/employment/

Mississippi Votes is an equal opportunity/affirmative action employer. All qualified persons are encouraged to apply regardless of race, color, creed, ethnicity, national origin, ancestry, age, height, weight, sex, gender identity, sexual orientation, disability, marital or domestic partner status, or religious affiliation.

Young people, People of Color, Women, and LGBTQ+ folx are strongly encouraged to apply.