Special Projects Manager

  • Civic Nation
  • Apr 16, 2024
Full time Other

Job Description

When We All Vote, an initiative of Civic Nation, seeks a Special Projects Manager to provide event planning and administrative support to the When We All Vote initiative. The Special Projects Manager will be responsible for increasing the efficiency of the Executive Office and When We All Vote team by updating and maintaining team processes. The Special Projects Manager will support the When We All Vote Executive Team’s execution of various administrative needs, confidential requests, and special projects as needed. 

This is a remote, short-term position that ends December 2024. Preference will be given to candidates residing in Washington, D.C. 

When We All Vote is a leading national, nonpartisan initiative on a mission to change the culture around voting, increase participation in each and every election, and close the race and age voting gap. Created by Michelle Obama, When We All Vote brings together individuals, institutions, brands, and organizations to register new voters nationwide and advance civic education for the entire family and voters of every age to build an informed and engaged electorate for today and future generations. When We All Vote empowers supporters and volunteers to take action through voting, advocating for their rights, and holding their elected officials accountable.

Civic Nation is a nonprofit ecosystem for high-impact organizing and education initiatives working to build a more inclusive and equitable America. Civic Nation shifts culture, systems, and policy by bringing together individuals, grassroots organizers, industry leaders and influencers to tackle some of our nation’s most pressing social challenges. Civic Nation is home to seven national initiatives and campaigns: ALL IN Campus Democracy Challenge, Change Collective, It’s On Us, Online for All, SAVE On Student Debt, We The Action, and When We All Vote. 


  • Manage event activations at key cultural moments, oversee external contractors, and coordinate with internal stakeholders
  • Assist with event planning for major WWAV moments, including but not limited to sweepstakes events, external partner events, and Party at the Polls events
  • Manage event-related equipment and ensure event assets (iPads used for voter registration, internet hotspots, banners, etc.) are deployed to events on time
  • Provide overall project management support for When We All Vote, maintain and ensure team compliance with team project management tool, and support optimal team processes
  • Liaise with the WWAV Data team to support partner and stakeholder tracking for When We All Vote’s Culture of Democracy Collective and other contacts for WWAV’s Executive Leadership team


  • 3+ years of administrative experience supporting a high-level or senior executive
  • Demonstrated experience supporting executives and high-profile individuals
  • Demonstrated experience supporting and/or leading events
  • Experience with calendar and time management skills, including coordinating complex executive meetings with multiple high-level stakeholders


  • Ability to work independently while managing multiple projects and tasks of varying scope.Strong written and verbal communications skills, sound decision-making and prioritization ability, and keen attention to detail
  • Proficiency in Google Suite, Microsoft Word, Excel, and PowerPoint required; Proficiency in Adobe and related software a plus
  • Strong written and verbal communication skills
  • Excellent attention to detail and organizational skills
  • Ability to exercise a high level of discretion and maintain confidentiality
  • Ability to work cooperatively and collegially with others
  • Ability to think analytically, creatively, and strategically, with a "big picture" perspective

The salary range for this position is $61,200 - $71,200 annually, commensurate with experience. Our comprehensive benefits plan includes 100% employer-paid health, dental, and vision insurance for employees, flexible paid time off, paid family & medical leave, access to a 401k plan, and more.

Candidates can expect the following hiring process and timeline (please note that this timeline may be subject to change):  

  • April 22 - 26: First-Round Interviews
  • April 27 - May 3-26: Second-Round Interviews
  • Week of May 6: Hiring Decision announced

All candidates will be notified via email of the status of their application on or before the completion of the search.


To apply, submit a cover letter and resume through our Careers page. The cover letter, addressed to Kayla Smith, should be concise, and compelling, and include why you would like to work for Civic Nation. Applications will be accepted on a rolling basis. 


At Civic Nation, diversity, equity, and inclusion are directly aligned with the fundamental belief that people are inherently capable but often lack opportunity. We know that a diverse workforce allows us to see problems in more nuanced ways, creating the thought leadership needed to fulfill our mission and reach our goals. Civic Nation is an equal-opportunity employer and welcomes people from all backgrounds, experiences, abilities, and perspectives to apply.