Executive Assistant

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States Newsroom is seeking a highly organized and efficient Executive Assistant to provide high-level administrative support to the CEO and Leadership team. Based at our headquarters in Chapel Hill, NC, the Executive Assistant will manage a broad range of administrative responsibilities and support fundraising tasks to help streamline workflow and organizational efficiency.

States Newsroom is the nation’s largest state-focused nonprofit news organization, with reporting from every capital. Our work provides key insight on policy and politics at no cost to the reader — no pop-ups, paywalls or ads. After expanding in 2024, States Newsroom employs more than 220 full-time editors, reporters, and support staff covering 39 states; in the remaining 11 states we partner with established nonprofit newsrooms. This role supports the Leadership team in day-to-day operations and fundraising activities to advance our mission.

Key responsibilities include managing the CEO’s inbox and calendar, preparing materials for meetings, coordinating travel and events, and supporting fundraising tasks such as research, donor correspondence, and tracking metrics for fundraising initiatives.

If you are highly organized, adaptable, and excited to support state and local journalism’s essential role in democracy, this job could be a fit.

Job Responsibilities

CEO Support

Manage the CEO’s inbox by organizing incoming correspondence, prioritizing responses and follow-up actions, and exercising judgment that reflects the CEO’s style and approach

Manage the CEO’s calendar, scheduling internal and external meetings and acting as a liaison with external stakeholders

Organize meetings for the CEO by setting up conference calls, assisting with tech needs, and preparing materials for review

Support fundraising-related calls and external meetings by assisting with research and providing notes on previous interactions

Leadership Team Support

Complete administrative tasks to facilitate leadership effectiveness, including scheduling, task tracking, and follow-ups

Facilitate regular Leadership Team meetings with agenda support and note-taking

Track commitments, goals, projects, tasks, and deadlines, and support prioritization and execution

Handle confidential information with discretion and integrity

Prepare and file expense reports for Leadership Team members

Arrange travel and meetings for executive team members and HQ staff retreats and conferences

Other Administrative & Fundraising Tasks

Assist with impact tracking and analytics reporting for fundraising and communications projects

Draft fundraising-related outreach and follow-up communications

Assist with meeting and conference planning and note-taking for semiannual summits and Board meetings

Maintain shared documents and databases for Leadership and HQ staff

Perform other administrative and operational tasks as required

Qualifications & Compensation

We’re looking for someone who demonstrates:

At least 3 years of experience or more directly supporting a CEO, Executive Team, and/or other administrative management in a fast-paced organization

Experience with a variety of tech systems, including Google Suite, Zoom, Asana, CRMs, and expense management platforms like Zoho Expense

Strong technological aptitude and ability to learn new systems quickly

Exceptional project management and multitasking skills

Excellent interpersonal, written and verbal communication skills

Ability to adapt quickly to new technologies and priorities

Great self-direction and the ability to manage up

Strategic thinking and problem-solving approach

Discretion in handling confidential information

Enthusiastic support for the power of journalism in democracy

The minimum salary for this role is $65,000 and rises with experience. Our generous benefits package includes:

Premium-free healthcare options for employees and qualified dependents

4 weeks of vacation per year

2 weeks of personal leave per year

11 paid holidays per year

20 hours of paid volunteer time per year

$75 monthly cell phone reimbursement

$200 cell phone replacement benefit every two years

$75 monthly fitness benefit

401K with up to 3% match

12 weeks of parental leave

Full-service EAP

Authorization to work in the United States is required. At this time, States Newsroom is unable to provide visa sponsorship.

How to Apply

To apply, send a cover letter and resume with at least three professional references to [email protected]. Applications will be reviewed as they arrive.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative

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