Part-time Executive Assistant - Polco

The Executive Assistant role is a key instrument in bringing people and projects together to help Polco fulfill its mission. This role will provide administrative support to the CEO and Executive Team.

Who We Are

Polco is a public engagement technology startup specializing in community surveys and civic engagement services for local governments and other public-sector clients across the United States. We’re dedicated to transforming how local governments, representatives, and community organizations interact with the communities they serve—we’re all about civic engagement and creatively bringing new and innovative technologies to the front lines of public governance. Our team comes from every walk of life and all corners of the country, and we’re all problem solvers at heart.

The Role

The Executive Assistant (EA) will be resourceful, innovative, and proactive in assisting Polco’s leadership in tracking communications, triaging requests, and ensuring timely responses. Sharing information efficiently and effectively is key to this role, so the EA will need to bring excellent communication skills, the ability to think independently, and a comfort with making decisions under pressure. This position will report to the Director of Operations as part of Polco’s Operations Team. 

This is a part-time, in-person role—the EA is expected to work in person at Polco’s Madison HQ office five hours per day, four days per week.

Responsibilities

• Act as the point of contact among executives, VPs, and other external partners
• Triage the CEO’s emails
• Manage the flow of internal information in a timely and accurate manner
• Manage executives’ calendars and set up meetings
• Format information for internal and external communication, such as memos, emails, presentations, and reports
• Screen and direct phone calls and distribute correspondence
• Schedule and attend meetings on behalf of executives, taking notes and recording minutes
• Perform additional duties as assigned by executives

Qualifications

• At least three years of related experience required
• Extremely proficient with Google Workspace or similar software, with the ability to learn new or updated software
• Ability to multitask and prioritize tasks while maintaining a high attention to detail
• Great verbal and written communication skills
• Excellent time management and organizational skills
• Professional discretion
• A love of working with people and the desire to be a highly collaborative team player
• Curiosity, a love of learning, and the belief that policy improvement requires feedback and engagement

To Apply 

Apply for the Executive Assistant role by submitting a resume, cover letter, and your personal information to the listing on Polco's careers page. Please submit your application materials as PDFs.

This position was first posted on July 1, 2024 and it will remain open until filled.

Polco is proud to be an equal opportunity workplace. We welcome and employ people regardless of race, color, gender identity or expression, religion, genetic information, parental or pregnancy status, national origin, sexual orientation, age, citizenship, marital status, ethnicity, family or marital status, physical and mental ability, political affiliation, disability, military or veteran status, or other protected characteristics.