Executive Assistant, Partner Operations

Orchestra•New York, NY

7d•$85,000 - $100,000•Hybrid

About The Position

Civitas Public Affairs Group, an Orchestra company, is a values-based public affairs firm that delivers winning advocacy campaigns for our clients and the communities they serve. We enlist experts, leverage relationships, and build coalitions to address some of the most pressing political and societal challenges of our day, including climate change, protecting our democracy, reproductive health, and advancing the rights of LGBTQ people. Our bipartisan firm brings proven experience developing innovative advocacy campaigns to win substantive policy change at the local, state, and national levels. With offices in Boston, New York City, and Washington DC, we work closely with the nation’s leading philanthropists, non-profit organizations, and movements to substantively impact progressive issues and causes. We are seeking an Executive Assistant, Partner Operations to join our New York team. This is a hybrid position that requires three days in the office per week and two days of remote work. This role provides dedicated executive support to our Principal/Partners, with responsibility for managing calendars, travel, and operational coordination for the New York City office and reports to the Chief of Staff. The Executive Assistant, Partner Operations will own complex calendar management across multiple senior leaders, coordinate travel and logistics, and serve as a central point of coordination across internal teams and external stakeholders. This role requires sound judgment, discretion, and the ability to anticipate needs, resolve conflicts, and calmly maintain stability in a fast-moving environment. This is a role for someone who takes pride in being highly reliable, detail-oriented, and steady under pressure, and who understands that strong executive support is critical to the effectiveness of firm leadership.

Requirements

5–10+ years of experience in an executive assistant or comparable administrative role, ideally supporting senior leaders in a professional services, nonprofit, or public affairs environment
Demonstrated experience managing complex calendars and coordinating travel in a high-demand setting
Exceptional organizational skills and impeccable attention to detail
Strong written and verbal communication skills, with the ability to interact professionally with senior stakeholders
Ability to manage multiple priorities, exercise sound judgment, and follow through consistently
High level of discretion and professionalism in handling sensitive information
Strong computer and technology skills, including proficiency in Microsoft Office and Google Suite (with an emphasis on Outlook)
Reliable, proactive, and comfortable operating in a fast-paced environment

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Own and manage complex leadership calendars, including scheduling across multiple stakeholders and time zones, and ensuring alignment with established priorities and commitments
Coordinate all travel logistics, including itineraries, accommodations, and real-time adjustments as plans evolve
Ensure leadership is logistically prepared for meetings, including confirming schedules, materials, and timing
Facilitate clear communication and coordination between leadership, internal team members, and external stakeholders as it relates to scheduling and logistics
Manage expense reporting and reimbursements with accuracy and timeliness
Support logistics for internal meetings, convenings, and partner engagements
Maintain organized, up-to-date systems across calendars, documents, and communications
Partner with support staff across Civitas offices to ensure consistency and coverage
Oversee general office processes and ensure an organized office environment including but not limited to ordering supplies, stocking snacks, preparing the conference room for in-person meetings, and liaising with building management
Perform other duties as required and/or assigned.