Civitech is a public benefit corporation committed to fostering a fairer and more equitable democracy. Since its inception in 2019, Civitech has focused on developing innovative tools and infrastructure to enhance civic participation, support Democratic candidates, and promote progressive causes. The organization has partnered with over 500 nonprofit organizations, national political committees, and individual campaigns, leveraging its technology to reach tens of millions of voters and drive systemic change. With a remote-first culture, Civitech operates across 30 states within the United States, maintaining a physical headquarters in Austin, Texas. The company values diversity, inclusion, and representation, actively encouraging women, people of color, LGBTQIA+ individuals, and other underrepresented groups to apply. Civitech upholds core values of integrity, changemaking, collaboration, and bold innovation, aiming to revolutionize civic engagement and strengthen democratic processes.
About The Role
The Executive Support & Operations Coordinator plays a vital role within Civitech’s Operations team, directly supporting the Chief Operating Officer (COO). This position is designed to enhance organizational capacity by managing the COO’s calendar, streamlining meeting processes, and ensuring effective communication across the organization. The role involves coordinating schedules, preparing for leadership meetings, tracking follow-ups, and maintaining operational discipline within the Go-to-Market (GTM) organization and broader company initiatives. The Coordinator will act as a trusted partner to senior leadership, helping to prioritize tasks, resolve operational bottlenecks, and promote efficient workflows. This is a remote position, reporting directly to the COO, with no direct reports initially, but requiring a proactive, detail-oriented individual capable of managing multiple priorities in a fast-paced environment.
Qualifications
- 3-9 years of experience supporting executive leadership or complex organizations
- Proven ability to independently manage high-volume workloads with minimal supervision
- Excellent written and verbal communication skills
- Strong judgment and decision-making capabilities
- High level of discretion and confidentiality handling sensitive information
- Proactive mindset with problem-solving skills
- Exceptional interpersonal skills to build trust and influence across teams
- Comfortable working in a remote, fast-changing environment
- Strong systems thinking and process simplification skills
- Manage the COO’s calendar, inbox, and prioritize key engagements and communications
- Coordinate scheduling, meeting preparation, follow-ups, and day-to-day administrative tasks
- Monitor internal communication channels (e.g., Slack) for questions, decisions, or unresolved issues, routing them appropriately
- Prepare agendas, circulate materials, and facilitate the smooth execution of leadership meetings and GTM operating rhythms
- Apply and reinforce effective meeting practices, including setting clear purpose, attendees, and outcomes
- Identify overlapping or redundant meetings and recommend improvements to streamline workflows
- Protect the COO’s focus time and reduce calendar fragmentation across teams
- Document key decisions, actions, and follow-ups, ensuring accountability and progress tracking
- Partner with GTM leaders to continuously improve operational rhythms and communication practices
- Address recurring operational friction points and suggest process enhancements
- Medical, Vision, and Dental Insurance
- 401(k) retirement plan
- Employee Stock Options
- Employer-paid Life Insurance and Disability Insurance
- Flexible Time Off and Paid Holidays
- Flexible Spending Account
- Parental Leave
- Flexible Work Schedules
- Professional Development Stipend
- Monthly Office Upkeep Stipend
Civitech is an equal opportunity employer committed to fostering an inclusive environment. We provide equal employment opportunities to all employees and applicants regardless of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or protected veteran status. We adhere to all federal, state, and local laws to ensure a diverse and equitable workplace.
