# Executive Assistant & Operations Coordinator (Remote)

# Executive Assistant, Operations & Research Coordinator (Remote)

## About the Project

We are developing public-interest technology projects focused on civic participation, democratic innovation, nonprofit development, research, education, and social impact.

Our work includes fundraising, partnership development, communications, research, nonprofit initiatives, and the development of technology designed to strengthen public engagement, transparency, accountability, and democratic participation.

We are seeking a highly organized, detail-oriented Executive Assistant, Operations & Research Coordinator to help transform ideas into execution.

## About the Role

This role is ideal for someone who enjoys creating order from complexity, managing information, conducting research, coordinating projects, building systems, and helping ambitious initiatives move forward.

You will work directly with the founder across a variety of projects involving civic technology, nonprofit development, fundraising, partnership building, research, communications, and public-interest innovation.

This role is approximately **60% research, operations, database management, and project coordination; 20% communications and correspondence; and 20% content and social media support.**

This is a remote position with flexible hours and significant opportunities for growth as projects expand.

## Key Responsibilities

### Executive Support

* Manage calendars, schedules, and appointments
* Coordinate meetings and follow-up actions
* Track priorities, deadlines, and ongoing projects
* Organize digital files, documents, and records
* Assist with travel planning and logistics when required

### Research & Information Management

* Research foundations, grant opportunities, donors, organizations, academics, journalists, and potential partners
* Compile briefing notes, summaries, and reports
* Maintain research databases and contact records
* Monitor opportunities relevant to project goals
* Identify and track emerging opportunities, organizations, and stakeholders

### Database & CRM Management

* Build and maintain databases of contacts, stakeholders, partners, donors, advisors, journalists, and organizations
* Track outreach efforts, conversations, meetings, and follow-up activities
* Ensure information remains accurate, organized, and up to date
* Develop systems for managing relationships and project information
* Maintain CRM and project-tracking systems

### Fundraising & Grant Support

* Research grant and funding opportunities
* Track application requirements, deadlines, and reporting obligations
* Assist with preparation and submission of grant and funding applications
* Maintain funding pipelines and reporting schedules
* Support donor, foundation, and partnership outreach activities

### Communications & Correspondence

* Draft professional emails and correspondence
* Prepare documents, reports, summaries, and presentations
* Coordinate outreach and follow-up communications
* Assist with stakeholder and partner engagement
* Help maintain clear and professional communications across projects

### Content & Social Media Support

* Assist with content organization and scheduling
* Repurpose existing content for LinkedIn, X/Twitter, Instagram, and other platforms
* Coordinate content calendars and publication schedules
* Create simple graphics and visual materials when needed
* Help maintain a consistent public presence across projects

### Project Coordination

* Track deliverables, milestones, and project timelines
* Maintain project management systems and workflows
* Coordinate activities across multiple initiatives
* Ensure projects continue moving forward on schedule
* Identify bottlenecks and help keep priorities on track

## Required Qualifications

* Excellent written and spoken English
* Exceptional organizational skills and attention to detail
* Strong internet research abilities
* Experience using spreadsheets, databases, and online productivity tools
* Ability to manage multiple priorities independently
* Strong problem-solving skills and initiative
* High level of reliability, professionalism, and discretion
* Comfortable learning new software, systems, and AI tools

## Preferred Qualifications

* Experience as a Virtual Assistant, Executive Assistant, Operations Coordinator, Project Coordinator, Research Assistant, or similar role
* Experience maintaining databases, CRM systems, lead-generation systems, or stakeholder relationship databases
* Familiarity with grant research, fundraising support, or nonprofit organizations
* Experience supporting founders, executives, startups, nonprofits, or small teams
* Experience creating, documenting, or improving operational workflows and SOPs
* Familiarity with AI tools such as ChatGPT, Claude, and modern productivity software

## What Success Looks Like

The successful candidate will help create structure where there is complexity, maintain critical information and relationships, support fundraising and partnership development efforts, coordinate communications, and ensure important opportunities are identified and pursued.

You will become a trusted operational partner who helps transform ideas into action, keeps projects organized, ensures follow-through, and enables meaningful initiatives to move forward efficiently.

## Compensation

Compensation will be based on experience, qualifications, availability, and demonstrated capability.

## To Apply

Please submit:

* Resume or CV
* Brief cover letter explaining why this role interests you and how your experience relates to research, database management, operations, or project coordination
* Examples of relevant administrative, research, database, CRM, communications, or coordination work
* Availability (hours per week)
* Desired compensation

**Please also briefly describe a database, CRM, workflow, project management system, or operational process that you have built, maintained, or improved.**