Board Relations Associate

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, Juneau, Los Angeles, Tallahassee, Miami,
Houston, Honolulu, New York, Philadelphia, Denver, Chicago,
Seattle, Bozeman, and Washington,
DC.                       
                      
Working under the direction of the President, senior staff,
the Senior Director of the Executive Team, and reporting
directly to the Board Relations Manager, the Board Relations
Associate is responsible for supporting the planning and execution
of board meetings, maintaining updated and accurate board files,
and providing project and scheduling support to the Board Relations
Manager, the Board, the Senior Director of the Executive Team and
board staff liaisons. The Board Relations Associate acts as a
liaison for collaborative connections with the staff and Board,
implements best practices, and supports strategic initiatives to
enhance board engagement and
effectiveness.                        
                     
Those who can work hybrid from our San Francisco, CA Headquarters
office preferred. Hybrid from one of our other office locations
will be
considered.                       
                      
Responsibilities                      
                      
Board Support and Project Coordination – 90% estimated
time 
 
Supporting planning for board meetings three or more times per
year,
including:                       

• Aid as needed in drafting board agendas, board materials, guest
  bios, and email communications, under the direction of the Board
  Relations Manager;
• Supporting all aspects of the agenda, from schedule of events,
  a/v support, technical requirements, meals, transportation and
  other needs as required for meetings; 
• Coordinating meeting and travel arrangements for board and
  staff attendees, including tracking trustee and trustee guest
  attendance, ground transportation, and lodging arrangements;
• With the Board Relations Manager, serving as liaison with
  meeting speakers or other special guests regarding presentation
  topics, PowerPoints and other materials, meeting schedule, travel
  and logistics;
• Producing and organizing name tags, tent cards, and other
  printed materials in advance of board meetings; 
• Organizing and shipping or transporting all supplies needed for
  meetings;
• Proactively helping with onsite needs including set-up,
  logistics, activities, responding to board member requests and
  passing microphones;
• Responsible for taking minutes  for board meetings and
  tracking meeting follow up items;
• Attending board committee meetings at board meetings to track
  follow up items and next steps;
• Researching future meeting locations and location-specific
  activities in coordination with the Board Relations Manager and
  Senior Director of the Executive Team;
• Working with events team staff on preparing, drafting, and
  tracking emergency and safety preparations, trainings, and
  protocols;
• Scheduling run-throughs for board meeting presentations
  and possible other events taking place at the board meeting;
• Assisting with board training on how to use video conference
  systems, other webinar platforms, and any other technical
  assistance as needed.  

   Supporting increased Board
engagement:                       

• Scheduling and organizing webinars and trainings for board
  learning and program engagement;
• Supporting the Board Relations Manager in implementation of
  Board DEI Office Hours and virtual program presentations, which
  includes scheduling and communicating with relevant staff liaisons;
  and
• Tracking and updating board communications opt in/opt out and
  other relevant information as it arises.

 Maintaining Board, Committee, Trustee and Governance Records
and Board Effect
site:                       

•  Tracking and documenting basic information about
  Ttrustees, including election, terms, committee membership,
  officers, contact information, giving, foundation lists, board
  attendance, and interactions;
• Summarizing conflict of interest disclosures as part of annual
  disclosure process;
• Updating Outlook contact lists, Earthjustice web pages and
  Board Effect site with latest information on Board, Council,
  Honorary Life and former Trustees information; 
• Managing access to BoardEffect site and ensuring that
  individuals have the tools needed to access information;
• Organizing and maintaining updated board files within the
  shared executive drive;
• Updating BBEC, the development database, with information
  including trustee term dates and contact information, trustee
  attendance at board meetings, committee meetings, and events, and
  global uploads for emails sent to the Board, Council, and Honorary
  Life Trustees;
• Updating Atlas, Earthjustice’s internal intranet, with
  information such as board books, etc.  

   Providing administrative support to board committees,
working in tandem with the particular senior staff assigned to
those committees and the Board Relations Manager,
including:  

• Scheduling of meetings as needed;
• Tracking meeting agendas, committee to dos and next steps, and
  update necessary meeting materials;  
• Distributing documents or other material, including committee
  meeting
  minutes;                       
• Tracking the governance calendar to ensure committee business
  is up to date;
                      
• Tracking committee members attendance and sharing information
  with the relevant senior staff and staff
  liaisons;                     
• Drafting committee meeting minutes or notes, follow up
  documents, and committee documents under the direction of the Board
  Relations Manager.

Supporting information flow in coordination with Development
department and senior staff, including: 
                     

• Providing information to Trustees in their service to
  Earthjustice as members of its Board;
• Providing information to former and Honorary Llife Trustees;
  and
• Sending communications in collaboration with the Board
  Relations Manager.

Assisting with the creation, production and editing of written
meeting material (board book and board brief/council book) for each
board meeting and at other times as directed by the President,
including:                       

• Establishing and maintaining a schedule for submission and
  review of draft materials by the President and other senior
  staff;
• Ensuring proper proof-reading and copy editing of draft
  materials to eliminate errors and insure consistency, hiring
  independent contractor support as needed; and
• Assisting with developing written materials on Earthjustice’s
  work and repurposing other writings such as grant reports and
  website articles to provide additional program-related
  content.

  Diversity, Equity, and Inclusion – 10% estimated
time                       

• Contributing to building diversity, equity, and inclusion
  throughout the organization which may include attending relevant
  trainings, staff engagements, and/or other events; and
• Other duties as assigned.

  Qualifications 
     
           

• Bachelor’s degree in a related field preferred; meeting
  planning certification or project management certification a
  plus.
• 2 years minimum work experience necessary as is experience
  working in a non-profit setting.
• Demonstrated experience supporting and interacting with a board
  or donors; providing administrative support for senior staff; and
  maintaining confidentiality is a must.
• Experience collaborating in a team or group culture that
  produces collective rather than individual work products is highly
  preferred.
• In-depth proficiency with Word, Excel, PowerPoint, Outlook and
  Adobe Reader and Acrobat. Useful but not essential—working
  knowledge of Access, HTML, graphic design, website design, desktop
  publishing and project management software. 
• 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 take change in stride, overcome obstacles and adapt
  to unforeseen conditions; successful at on-the-fly adaptation when
  needed.
• Excellent interpersonal skills, high emotional intelligence and
  good judgment about people and situations.
• Persuasiveness and ability to influence others to achieve
  goals.
• High degree of integrity, and ability to maintain
  confidentiality.  
• 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.
• Excellent written and in-person communications skills.
• Valid driver’s license and ability to drive in various
  terrains. 
• Available for business travel 15 or more days per year as
  required for board meeting.   
• Demonstrated proofreading skills.
• Demonstrates an awareness and sensitivity to the needs and
  concerns of individuals from diverse cultures, backgrounds and
  orientations.  
• Contributes to the creation of a diverse, equitable and
  inclusive work culture that encourages and celebrates
  differences.

We offer a competitive salary and excellent benefits that are
comprehensive and competitive.  Salary is based on experience and
location.                        
                       
Salary range in San Francisco, CA: $98,300 –
$109,200                      
                      
To
Apply:                      
                      
Please apply online via Jobvite by February 1,
2024.                       
Interested candidates should submit the following materials online
via the Jobvite
system:                       

• Cover Letter
• Resume

Please reach out to [email protected] 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.