Executive Assistant

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 guided by a passionate, ambitious vision for the future for people and our planet: until justice stands for all, we will never rest. 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, Chicago, Philadelphia, Denver, Seattle, Bozeman, and Washington, DC.        

The Executive Assistant will provide a broad range of executive administrative support to Vice Presidents in two sub-units of the larger Operations Department—the VP of Finance and the VP of Workplace Experience & Sustainability (WES). The support will include managing schedules, facilitating workflow, supporting projects, meeting and event planning and coordination, as well as other critical administrative duties.     

 The ideal individual will have strong written and verbal communication skills, excellent administrative and organizational skills, and be able to work in a fast-paced environment. This position will need to anticipate information needs and be proactive at coordinating information flow and contributing to the creation of effective systems. The Supervising Executive Assistant must be able to work independently with minimal direction and under pressure at times to handle a wide variety of activities and confidential matters with good judgment and discretion, and they must be able to work autonomously with excellent judgement to assist the VP of Finance and VP of WES in the administration of the Finance and WES departments.     

The Executive Assistant will report to the Executive Assistant for the Office of the Senior Vice President of Operations and will work from the San Francisco office, on average, at least one day per week. 
 
This position is based in San Francisco, CA.    

Responsibilities 

Executive Administration and Support (70%):    

• Serve as the primary scheduler and calendar manager for the VP of Finance and VP of WES, coordinating with internal and external stakeholders to ensure the VP’s time is allocated in accordance with strategic priorities.
• Provide administrative and logistical support to the VP of Finance and VP of WES, including general scheduling and time management, expense filing, and travel coordination.
• Help facilitate workflow and information sharing with the Finance and WES teams, other internal staff, and external stakeholders.
• Support VPs in hiring processes, including candidate screening, correspondence, interview scheduling, and document management.
• Help coordinate signature gathering, notarization, and document submissions for Operations’ leaders.
• Provide calendaring support for 1-2 additional Associate Vice President-level staff.
• Serve as backup to the Executive Assistant for the Office of the SVP of Operations.
• Other duties as assigned.

Meeting & Logistical Planning, Coordination, and Support (20%):    

• Partner with the VPs and Finance and WES leadership teams to schedule, plan, and execute department meetings, including team retreats, staff trainings, and other gatherings.
• Coordinate compilation and distribution of materials and other supplies for meetings, take notes during meetings, and help track post-meeting action items.
• Determine technical and logistical needs for on and off-site events, and coordinate travel arrangements and expense protocols for participating staff.
• Interface with vendors, external facilitators, and job candidates to schedule interviews and meetings.
• Contribute to culture building by providing logistical support for staff cultivation team meals, events, and other celebrations.

Operations Internal Communications and Project Support (10%):    

• Help facilitate workflow and information sharing with the Finance and WES departments, other internal staff, and external stakeholders.
• Partner with the Project Management Office to provide light project support for Finance and WES initiatives.
• Support internal communications within Operations and from Operations teams to the rest of Earthjustice, including gathering and editing content from Operations teams as needed.
• Serve as an Operations’ intranet page manager (Atlas), conducting and coordinating reviews to ensure proper page and information hygiene.
• Provide support to Earthjustice colleagues who need help finding the right operations resources for their needs.

Qualifications  

• Bachelor’s Degree or relevant experience and/or qualifications, such as Certified Administrative Professional® (CAP®), Professional Administrative Certificate of Excellence® (PACE®), Certified Executive Administrative Professional® (CEAP®).
• 2+ years administrative work experience, preferably in a nonprofit setting.
• Experience providing executive support, managing complex schedules, and planning on- and off-site meetings.
• Exceptional proficiency using the Office365 suite, in particular Microsoft Outlook Calendar.
• Demonstrated experience providing executive support, managing complex schedules, and planning on- and off-site meetings.
• Strong Microsoft Outlook calendar management experience coordinating multiple complex schedules across time zones.
• Strong knowledge of and extensive experience using the Office365 suite (Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint).
• Ability to handle confidential and/or sensitive business and a wide range of personalities with tact and diplomacy.
• Successful track record organizing, prioritizing, and managing multiple tasks from several stakeholders with excellent results.
• Highly resourceful, proactive team-player with the ability to be effective independently.
• Excellent written and verbal communications skills.
• Embraces relevant technology and actively improves their skills through informal and formal training.
• Understands and is adaptable to a dynamic environment with constant change.
• Emotionally intelligent, demonstrating openness to feedback and an awareness of strengths, opportunities for growth, and impact on others.
• Experience with non-profit, public interest organizations, and/or in a law firm preferred.
• Exceptional ethical standards, humility, empathy, sense of humor, and strong interpersonal skills.
• Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations.

We 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. As a 501(c)(3) organization, Earthjustice is a qualifying employer for purposes of the Public Service Loan Forgiveness (PSLF) Program.   Salary is based on experience and location.  Salary range in San Francisco, CA: $93,600 – $104,000   

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 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.