Earthjustice is the premier nonprofit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people's health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change. We partner with thousands of groups, supporters, individuals and communities to engage the critical environmental issues of our time, and bring about positive change. We are here because the earth needs a good lawyer.
Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections. We achieve this by hiring people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Chicago, Juneau, Los Angeles, Tallahassee, Honolulu, Miami, New York, Philadelphia, Denver, Seattle, Bozeman, and Washington, DC.
We are looking for a dynamic, organized and positive-minded Executive Assistant to join the Communications Department. The position provides a broad range of executive administrative support to the Vice President of Communications and Marketing and the Communications Executive Team, through facilitation of workflow processes, budget tracking, onboarding new hires, schedule management, travel logistics, meeting and event planning, and other critical administrative duties.
The primary responsibilities of this role are to act as a seamless extension of the VP and Directors, thereby supporting the entire Communications Department. In addition to the administrative tasks, this position will also manage information flow between Communications staff in HQ and regional offices, as well as between Communications and other departments. This position will need to anticipate information needs and be proactive at coordinating information flow and contributing to the creation of effective systems.
Responsibilities
Executive Administration (70%):
- Provide administrative and logistical support to VP of Communications & Marketing, and the Communications Executive Team when needed, including:
- General scheduling and time management
- Travel arrangements
- Meeting preparation and scheduling, including AV setup and testing
- Meeting minutes, distributing background materials, and tracking follow-up tasks
- Timecard approval
- Work with Internal Events team on planning Communications Retreats, including budget, travel coordination, vendor management, event timelines, team cultural experiences, and the post-event evaluation process; serves as Communications point person for event coordination with other departments
- Serve as the Communications point person for general information requests from internal and external sources; keeper of knowledge about general departmental information, guidelines, and documents
- Works with the Internal Comms team on the ongoing management of the Communications space on our intranet, Atlas
- Work with VP and Comms Executive team to research, identify and implement system changes, improvements and planning methodologies to enhance performance across projects and teams
- Contribute to culture building by providing logistical support for welcome lunches, birthdays, and other celebrations when feasible
- Other administrative duties as assigned
Financial Management (20%):
- Maintain and execute financial responsibilities in accordance with Earthjustice policy and in coordination with the VP of Finance and finance staff
- Review and approve all accounts payable and billing, and coordinate payments with Finance
- Prepare employee expense reimbursements for VP
- Manage and reconcile company credit cards
- Track and submit donated time and discounted services for Earthjustice
- Assist VP and directors with budget development, tracking and reforecasting
- Prepare and maintain budgets and oversee spending consistent with approved budget
Hiring, Onboarding and Training (10%)
- Support VP and Directors in hiring processes, including candidate screening, correspondence and interview scheduling, and document management
- Manage and conduct onboarding process for new Communications hires; work with HR and relevant teams to ensure compliance and best practices
- Train Communications staff on new administrative processes
Qualifications
- Bachelor's degree or Associate's Degree with equivalent practical experience
- 5 years of minimum work experience necessary
- Demonstrated experience providing executive level administrative support for senior staff
- Experience providing administrative support for senior staff and reporting to more than one supervisor
- In-depth proficiency with Word, Excel, PowerPoint, Outlook and Adobe Reader and Acrobat
- Ability to develop, implement and track budgets and credit cards
- Ability to organize, prioritize and manage multiple tasks, sometimes under time pressure and facing unexpected challenges, with excellent results
- Focus and attention to detail, including the management of complex information
- Ability to work with supervisors remotely.
- Ability to take change in stride, overcome obstacles and adapt to unforeseen conditions
- Excellent interpersonal skills and good judgment about people and situations; professional, positive and approachable attitude; a team player
- Highly dependable and able to meet deadlines consistently
- Ability to represent Earthjustice with tact, diplomacy, discretion and professionalism in interactions with important donors, board members, vendors, staff and program partners; ability to maintain confidences and confidential information
- Excellent written and in-person communications skills
- Familiarity with or capacity to learn digital project management and communication tools, such as Basecamp, Airtable, Trello and Slack desired
- Interest in contributing to the creation of a diverse, equitable, and inclusive work culture that encourages and celebrates differences
- Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and
- Contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates
Salary is based on experience and location.
Salary range in San Francisco, CA: $82,300-$91,400We offer a mission- and employee-focused work environment and a competitive compensation package, including excellent benefits. Earthjustice is an equal opportunity employer and highly values diversity.
Application Procedure
Interested candidates should submit a:
- Resume
- Cover Letter
Click here to apply online: https://app.jobvite.com/j?cj=oJijcfwg&s=Glassdoor
Applications will be reviewed on a rolling basis. Incomplete application will not be considered.
Please reach out to jobs@earthjustice.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies.
Earthjustice is driven by a passion for justice, partnership, and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information, or any other factor that is not related to the position.
For positions located within the City and County of San Francisco: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment-qualified applicants with arrest and conviction records.
For positions located within the City of Los Angeles: We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.
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