Job Opportunities

We are building a team of Motivators that will take Motivate Lab’s work conducting and applying research to improve schools, colleges, and beyond to the next level. Motivate Lab values doing good work with good people. We also prioritize the personal and professional growth of our Motivators.

Executive Assistant

How to Apply

Submit a CV/resume and cover letter to matt@motivatelab.org.  

We know there are great candidates who might not check all these boxes or who possess important skills we haven’t thought of. If that’s you, don’t hesitate to apply and tell us about yourself.

About Motivate Lab

The mission of the Motivate Lab is to improve people's lives through rigorous motivation research. We develop tools to infuse learning-mindset supportive practices into educational and policy contexts, with a particular focus on supporting students from historically marginalized and underserved backgrounds in postsecondary education. We are driven to lead system change in practice, as we see the many inequities which exist in education in the United States while also knowing how powerful learning-mindset supportive practices and similar interventions are in ameliorating inequity. This drive has led us to design and test classroom interventions in postsecondary education and K-12 systems. We also aim to change the field of research through our innovative and agile methods of developing evidence-based practices. We utilize our rigorous methods to design valid and reliable quantitative measurement tools, qualitative research protocols, and translational activities, such as professional development and training for educators and learners, like our Motivating Learners Course (MLC). Putting these methods into practice leads to our dissemination efforts in which we share our learnings with both academic research and practitioner audiences.

Position Summary

Motivate Lab is looking for a part-time Executive Assistant (10-20 hours per week to start; workload could increase depending upon performance and need), reporting directly to the company CEO, beginning immediately. The Executive Assistant will support Motivate Lab’s operational efficiencies, with a focus on managing the CEO’s calendar, inbox, to-do list, and travel, along with supporting business development and event logistics where necessary. This position is renewed on an annual basis pending satisfactory job performance.

Key Responsibilities

Motivate Lab’s CEO has a combination of duties related to project leadership, organizational strategy, research and innovation, and business development. The areas of focus for this position are to maintain and refine internal processes that support the CEO's work, coordinate internal and external resources to expedite workflows, and anticipate needs and potential complications before they arise.

Calendar Management

  • Organize and coordinate CEO’s daily calendar

  • Schedule meetings based on calendar preferences, including rescheduling when conflicts arise

  • Screen internal and external scheduling requests

Inbox Management & To-Do List

  • Read and sort emails based on priority

  • Flag action items and follow up with CEO to ensure timely responses

  • Proof and draft outgoing emails

  • Keep contacts up to date

  • Develop and maintain to-do list system

  • Attend meetings and keep notes on an as requested basis

  • Provide support for meeting preparation and follow-up, including assistance with the preparation of documents, conduct background research

Travel and Event Support

  • Make, manage, and support CEO’s travel arrangements, including researching and assembling itineraries based on their travel preferences, booking flights and hotels, and providing real-time assistance.

  • Prepare expense reports for the CEO’s reimbursements

  • Track and manage pre-, day-of, and post-travel activities for speaking engagements, partner meetings, and conference attendances, ensuring preparation takes place in a timely manner and has proper support from Motivate Lab team and external partners when applicable

  • Organize meeting and event materials in partnership with external partner personnel and internal Motivate Lab teammates

  • Support meetings with agenda preparation and logistics support as needed

  • Conduct background research, summarize, and prepare succinct briefings in advance of key meetings

Business Development Team Support

  • Provide administrative and project coordination support to the business development team

  • Work directly with the Business Development Manager to coordinate support activities, including meeting scheduling, note-taking, meeting follow-up, and meeting preparation (e.g., background research, internal outreach, communication)

  • Maintain Motivate Lab’s client relations management system

Qualifications and Skills/Experiences

The ideal candidate is detail-oriented with the ability to handle several activities with different colleagues simultaneously. This person will have a background in administration and communication, particularly in fast-paced organizations. In addition, this person enjoys working in an organization whose central mission is to support students from historically marginalized and underserved backgrounds.

Minimum Qualifications

  • Minimum two years of experience as an Executive Assistant or other administrative support role

  • High school diploma or GED

Preferred Skills

  • Ability to learn new tools quickly (e.g., Zoom)

  • Advanced computer skills, particularly in Google Workspace, Microsoft Word, and PowerPoint

  • A team player who is proactive and can anticipate potential obstacles and forecast likely needs of the CEO

  • Strong organizational skills, including attention to detail, managing multiple priorities, and time management

  • Strong interpersonal, written, and verbal communication skills

  • Ability to interact effectively with a diverse team of internal and external stakeholders

  • Ability to work both independently and as part of a team

  • Ability to maintain confidentiality and demonstrate professional judgment

Commitment to Justice, Diversity, Equity, and Inclusion

Motivate Lab is committed to:

  • Recruitment and retention of a diverse workforce of high-quality Motivators

  • Promoting a culture of bravery, growth mindset, enthusiasm, equity-mindedness, aggressive humility, and a focus on impact.

Location and Work Environment

This position is remote.  Motivate Lab LLC is based in Virginia; however, our individual team members operate from locations across the country.

Target Start Date

July 1, 2025

Compensation

The total compensation range for the position is $30 per hour, 10-20 hours a week. There is potential for the role to change over time to increase the number of hours per week and/or type of role dependent upon performance and funding. All Motivate Lab LLC consultants are independent contractors and are responsible for purchasing their own medical insurance and other benefits.

Application process

Motivate Lab LLC is an equal opportunity employer and encourages a diverse pool of candidates to apply. We accept applications on a rolling basis and will remain open until filled. For more information, please send an email to Matt Best at matt@motivatelab.org.