Executive Assistant

Civilla is a nonprofit design studio based in Detroit, Michigan. We’re dedicated to changing the way public-serving institutions work—and putting humans first while doing it. Our nationally recognized team of researchers, designers, and strategists is optimistic about the promise of human-centered design in the public sector. We’re bound by a common goal: to positively impact one billion people through institutions that are more compassionate, more effective, and less expensive to operate.

the opportunity

We are hiring an Executive Assistant to support our CEO and COO. The Executive Assistant will provide high-level administrative and strategic support to our executive team, enabling them to focus on the most important priorities. Additionally, you’ll actively evaluate, adopt, and implement AI tools and emerging technologies to strengthen how executive support functions at Civilla, balancing what should be automated against what is best handled with a human touch. 

This role requires exceptional judgment, strong organizational skills, the ability to manage relationships at all levels, and a thoughtful approach to using technology responsibly.

the role

Executive Coordination + Enablement

• Calendar Management and Coordination: Ensure fast, responsive scheduling support for executives.

• Meeting Preparation and Documentation: Prepare materials, brief executives, capture key decisions, and track next steps.

• Inbox Triage: Help triage emails and surface priority responses.

• Travel planning: Plan and optimize end-to-end executive travel, including flights, hotels, itineraries, etc.

Confidentiality & Discretion

• Trustworthy Stewardship: Handle confidential and sensitive information with care and sound judgment.

• Professional Integrity: Understand when and how to appropriately share information, maintain boundaries, and represent executives with professionalism in all contexts. 

Communication & Relationship Management

• Internal Relationship Building: Establish effective coordination points across the Civilla team.

• External Partner Communication: Use of CRM tools to maintain ongoing communication, coordination, and tracking of key relationships across partners, funders, and collaborators. 

• Tailored Communication Approach: Adapt your communication approach to different stakeholder groups to ensure the professional representation of Civilla in all interactions.

Operational Agility & Problem Solving

• Adaptable, Strategic Prioritization: Understand organizational priorities and ensure urgent or sensitive matters are addressed promptly.

• Task Tracking and Follow-Up: Maintain a live, cross-workstream to-do list and ensure deadlines are met. Follow up on action items to keep work moving across teams.

• Managing Competing Priorities: Support multiple executives, making quick pivots and seeing around corners to anticipate needs. 

Process Improvement

• Technology Forward: Embrace modern technologies and tools (i.e. Google Workspace, Slack, Artificial Intelligence-driven solutions) to optimize your approach to executive support. 

• Continuous Improvement: Actively seek feedback and identify opportunities to enhance processes and improve executive effectiveness. 

what you’ll need for this role

If you see yourself in most of the following categories, but not all, we encourage you to apply.

• Demonstrated experience in an executive assistant, operational support, office management, or similar role, preferably supporting more than one primary stakeholder. 

• Excellent judgment, discretion, and ability to confidentially handle sensitive information.

• Warm, clear communicator who builds trust across roles and teams.

• Strong writing and confident note-taking, drafting correspondence and distilling conversations into clear, actionable summaries. 

• Proven skill in managing logistics such as calendars, inbox triage, and travel planning.

• Skilled with workplace tools such as Google Workspace, Zoom, Slack, and Asana.

• Curiosity and foundational knowledge about emerging technologies and tools for automating and improving exec support. 

• Organized, proactive, and calm under pressure.

• Equity-centered mindset and care for inclusive practices.

• Mission-alignment. A passion for using your skills in service to the public good.

what we value

We’re seeking a teammate who aligns with Civilla’s principles and values. Our culture is rooted in twelve organizational principles, and our work is grounded in a set of values that reflect our dedication to our mission: 

• Optimism - We remain open to the immense potential of our institutions to do good.  

• Curiosity - We are constantly seeking new inputs that can grow our context about what is possible.

• Empathy - We view human-to-human connection as the foundation of our work.

• All In - We regard showing up and seeing work through as essential for leading change.

compensation + benefits

• Cash compensation: The starting base pay range is $70,800-$79,100 with up to 10% annual bonus for a maximum total cash compensation range of $77,880-$87,000.

• Retirement: 403(b) employer contribution of up to 10% annually.

• Health Insurance: High-quality health insurance (includes dental, vision, short-term disability, long-term disability, and life insurance).

• Time off: 48 paid days off per year.

• Parental Leave: Sixteen weeks of full pay and benefits for births, adoptions, foster care, or court placements.

• Professional Development: Access to Strengths-Based coaching and a $500 annual budget for conferences, workshops, training programs, and learning resources that support your growth. 

• Wellness Stipend: $600 annually to support wellness goals.

• Technology Stipend: $600 annually to support a high-quality work environment.

details

• Structure and Timing: This is a full-time hybrid position based in Detroit that is scheduled to start in February/March 2026. 

• Come as you are. Civilla is firmly committed to building a diverse team that is reflective of the communities we serve. We value your unique experiences and strongly encourage people of color, LGBTQ+ individuals, women, minorities, people with disabilities, system-impacted people, veterans, and people of all ages to apply.

• Civilla is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws.

• Sponsorship. Civilla cannot sponsor applicants for work visas or work visa transfers at this time.

• Background checks. Our contracts with the State of Michigan require that we perform background checks on all Civilla team members. If you are invited to the third interview for this position, we will request your consent to perform one. We will not be able to move forward with your candidacy if you are presently indicted by a government entity for the commission of any crime involving theft, dishonesty, fraud, or assault, or have been convicted of any of the following within the last three (3) years:

• Fraud in connection with obtaining or performing a public contract;

• Violation of federal or state antitrust statutes;

• Commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; and/or

• Commission of assault.

Please direct any questions regarding the background check to amanda@civilla.org.