Executive Assistant to the Executive Director

ABOUT VOTE SOLAR

Vote Solar's mission is to realize a 100% clean energy future through a solutions-driven, people first approach. Founded in 2002, Vote Solar advances just and equitable clean energy policy in state legislatures and public commissions across the United States. Our expertise comes from a deep understanding of the legislative process, regulatory interventions, and the ability to identify and accelerate solar solutions. We are adept at bridging communities and bringing diverse stakeholders together to forge inclusive coalitions and winning campaigns. 

Our goal is to effect real, tangible change. And we have the track-record to prove we can do it: Twenty years in, our work has made it so that one in three people live in a state with a 100% clean energy commitment. We’ll not only expand that number, but ensure that more people can participate in holding utilities and decision makers accountable for greater equity and justice in our energy system.

 

OUR COMMITMENT TO DIVERSITY, EQUITY, INCLUSION AND JUSTICE

Vote Solar is an equal opportunity employer committed to diversity, equity, inclusion and justice in the workplace and in the communities with which we partner. We strongly encourage and seek applications from women, people of color, including multilingual and multicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical conditions. Reasonable accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.

 

THE ROLE

The Executive Assistant plays a critical role in supporting the Executive Director and Senior Leadership Team. This position will coordinate projects, assist with planning, and manage operational systems to ensure strategic priorities are met. Reporting to the Executive Director, the Executive Assistant will manage various administrative, organizational, and planning tasks, with the goal of enabling effective collaboration and execution of Vote Solar’s mission. 

RESPONSIBILITIES

The Executive Assistant’s primary responsibilities will include, but are not limited to:

ADMINISTRATIVE SUPPORT TO THE EXECUTIVE DIRECTOR (80%)

• Proactively manage the Executive Director's email inbox, flagging urgent items, drafting responses, and ensuring timely follow-ups.
• Maintain and prioritize the Executive Director's schedule, coordinating with internal and external stakeholders to optimize time and ensure alignment with strategic priorities.
• Prepare, submit, and track expense reports, ensuring accuracy and adherence to organizational policies.
• Assist with timekeeping and ensure timesheets are completed and submitted on time.
• Help the Executive Director prioritize tasks and deadlines, ensuring focus remains on high-impact initiatives.
• Coordinate all travel arrangements for the Executive Director, including booking transportation, accommodations, and preparing detailed itineraries.
• Update and maintain CRM tools (e.g., Salesforce) to document funder communications and facilitate seamless follow-ups.
• Liaise with the Communications team to schedule social media posts and monitor opportunities for the Executive Director's online engagement.
• Partner with the Philanthropy team to manage fundraising roadshows, from scheduling to travel logistics.

S-TEAM PLANNING AND SUPPORT (10%)

• Oversee high-level calendar mapping, including aligning project timelines with bandwidth and organizational priorities.
• Support agenda planning for SLT meetings, including quarterly reviews and upcoming planning sessions.
• Manage action items and assign due dates via Asana; support note-taking and follow-up.
• Coordinate logistics and agendas for SLT retreats, including catering, accommodations, and scheduling.
• Support large-scale initiatives, such as strategic planning, by outlining project milestones in collaboration with the Chief of Staff.
• Convert projects into Asana for SLT and manage portfolio tracking.
• Track project progress through Asana, request status updates, and summarize big-picture insights for the Executive Director and SLT.

BOARD LIAISON SUPPORT (5%)

• Coordinate board member onboarding/offboarding using Asana templates.
• Schedule quarterly board meetings and manage agenda planning.
• Prepare board packets and presentations, proactively incorporating organizational updates.
• Support board recruitment through task management in Asana.

DIVERSITY, EQUITY, INCLUSION AND JUSTICE (5%)

• Continue personal learning and contribute to organizational work on diversity, equity, and inclusion.
• Work to embed equity in all organizational internal practices and culture, as well as our programs.
• Bring openness and engagement to personal, professional, and organization-wide learning on race, class, gender, justice, and equity.

 

REQUIREMENTS

WHAT YOU’VE ACCOMPLISHED

• Proven success in a high-performing administrative or project management role.
• Expertise in managing complex projects using Asana or similar tools.
• Exceptional organizational and multitasking skills, with a track record of meeting deadlines.
• Strong written and verbal communication skills, including note-taking and summarization.
• Experience supporting senior leadership or working in fast-paced, mission-driven environments.

OTHER THINGS YOU MIGHT HAVE ACCOMPLISHED OR WOULD BE EXCITED TO LEARN HERE

• Familiarity with Salesforce or other CRM tools for relationship management.
• Coordinating large-scale, multi-stakeholder events.
• Supporting equity-driven initiatives in a non-profit setting.

 

MINDSETS

• A personal commitment to being a part of an inclusive and just workplace, including a commitment to being on a journey with Vote Solar to develop personal, and inter-personal core competencies related to diversity, equity, inclusion and justice.
• Passion for building new capacity at a growing organization.
• Understanding that how we work (in collaborative, authentic partnership), is just as important as what we work on.

 

LOCATION

This is a remote position within the United States, with a preference for candidates based near a transportation hub. This position will require some national travel. Workplace arrangements are flexible, including options to work from a co-working space or work from home. 

SALARY AND BENEFITS

The salary range for this position is $71,500 - $77,600. At Vote Solar, we work hard to ensure that our compensation is equitable internally and aligned with our compensation philosophy and defined job levels. In order to ensure equitable compensation across roles in the organization, we do not negotiate new hire offers.

Vote Solar provides full-time staff with a competitive package, including 4 weeks of paid vacation, 12 days of sick leave, 4 days of personal leave and 16 paid holidays. We also offer 100% employer-provided health, dental and vision care for both the employee and dependents; a retirement savings plan with an employer contribution of 3.5%; and a paid parental and medical leave policy for all regular employees. 

 

OUR VALUES

At Vote Solar, we have co-created the following shared Values and work hard to live into them every day:

• Trust - Without Trust, We Can’t Succeed
• Authenticity - We Hold True to What and Who We Stand For
• Versatility - We Adapt Our Approach, But Never Our Values
• Compassion - People First, in Every Aspect of Our Work
• Inclusivity - We’re Strongest Together

 

TIMELINE

We expect to move quickly for this hiring process and expect to fill this role by the middle of February. 

APPLICATION PROCESS

Please send a letter of interest and resume to Vote Solar. Reasonable accommodations will be made so that all qualified applicants may participate in the application process. Please inform Adrena Lambert at alambert@votesolar.org of accommodation requests at the time of application.

Application Process Note: Vote Solar is required to enroll in the E-Verify Program to verify employment eligibility of certain employees. Candidates who receive an offer may be required to complete this step depending on their state of residence.