Note: The job is a remote job and is open to candidates in USA. Civitech is a public benefit corporation focused on building tools and infrastructure that increase civic participation and support progressive causes. The Executive Assistant GTM Operations role supports the COO and partners with Go-to-Market leaders to manage executive priorities, coordinate meetings, track decisions and follow-ups, and improve operating rhythms.
Responsibilities
- Manage the COO’s calendar and inbox with a strong understanding of priorities and where their attention is most valuable. Triage messages, surface priorities, help draft or coordinate responses, and track follow-up so important items do not fall through the cracks
- Coordinate scheduling, meeting preparation, follow-ups, and day-to-day administrative needs while helping the COO stay ahead of commitments, deadlines, decisions, and unresolved items
- Monitor key internal Slack conversations for questions, decisions, or issues that do not yet have a clear owner or resolution; route them to the right person, track follow-up, and help close the loop
- Own preparation and coordination for recurring meetings within the COO’s scope, including GTM operating rhythms and company-wide leadership meetings: develop agendas with meeting owners, solicit agenda items and inputs, circulate agendas and materials in advance, monitor participation, and follow up on gaps, decisions, and action items
- Apply and reinforce established meeting practices across the meetings and operating rhythms this role supports, including clear purpose, appropriate attendees, agendas, and expected outcomes; flag gaps and recommend improvements when existing practices are not working
- Identify overlapping, duplicative, or newly created meetings and recommend when work could be combined, eliminated, or redirected into an existing meeting, workflow, or communication channel
- Protect focus time for the COO and GTM leaders and help reduce unnecessary calendar fragmentation across the team
- Capture key decisions, action items, owners, and follow-ups and route questions, updates, and decisions into the appropriate established channels and systems
- Identify recurring friction, communication gaps, or inefficient patterns and partner with GTM leaders to continuously improve operating rhythms without creating unnecessary process or bureaucracy
Skills
- 3–9 years of relevant experience supporting an executive, senior leadership team, or complex cross-functional organization
- Ability to independently manage and prioritize a high-volume daily workload with minimal supervision, consistently delivering reliable, high-quality work
- Sound judgment about when to resolve an issue independently, when to involve the appropriate owner, and when to escalate a blocker or sensitive issue
- Excellent written and verbal communication skills, including clearly communicating progress, risks, and status and maintaining useful documentation of processes, decisions, and work in progress
- Confidence working with senior leaders and respectfully pushing back, asking clarifying questions, and reinforcing agreed-upon expectations
- A proactive mindset: you notice problems, inefficiencies, and loose ends and take initiative to address them
- Strong interpersonal skills and the ability to build trust across teams; you can enforce structure without making people feel policed
- A high degree of discretion and sound judgment when handling sensitive executive communications and confidential information
- Comfort working in a fast-paced, remote environment where priorities can change quickly
- Strong systems thinking and an instinct for simplifying work rather than adding layers of process
- All applicants must possess independent US work authorization
- Experience improving meeting practices, team operating rhythms, or cross-functional workflows
- Experience working in a remote-first organization
- Familiarity with common collaboration and project-management tools such as Google Workspace, Slack, and Asana or similar systems
Benefits
- Medical, Vision, & Dental Insurance
- 401(k) plan
- Employee Stock Options
- Employer-paid Life Insurance
- Short/Long Term Disability Insurance
- Flexible Time Off & Paid Company Holidays
- Flexible Spending Account
- Parental Leave
- Flexible Schedules
- Professional Development Stipend
- Monthly Office Upkeep Stipend
- Remote-first work environment
Company Overview