Executive Assistant to the SVP of Development

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, Honolulu, New York, Philadelphia, Denver, Seattle, Chicago, Bozeman, and Washington, DC.

The position provides a broad range of executive administrative support to the Senior Vice President of Development (SVP), schedule management, meeting planning and project management of select initiatives across the department.

The primary responsibilities of this role are to act as a seamless extension of the SVP by providing effective support to the entire Development Department. In addition to the administrative tasks, this position will also manage information flow between department at headquarters and with regional offices, prepare a variety of complex documents and reports, track program information, manage projects as they arise, and other duties as assigned. 

This position can be based in San Francisco, CA, Seattle, WA, Washington, DC, or Remote from the United States.

Responsibilities:

Executive Administration (70%)

• Serve as point of contact for scheduling meetings and video/conference calls with people both internally and externally for SVP and development team as a whole.
• Draft, proofread and copyedit donor and board correspondence, reports, and proposals for the SVP.
• Assist with maintenance, tracking and reporting of SVP portfolio of donors.
• Make and monitor travel arrangements for SVP and prepare expense reports after travel.
• Maintain Development Department Staff contact, titles, and other department information.
• Work with the Board Liaison to assist in Board meeting preparation and administration, including creating external presentations and content.
• Partner with the Finance department to manage reconciliation of SVP’s credit card, manage expense reports, research significant purchases, adjust budgets for approval, demonstrate ownership of Financial processes and monitor AR/AP for the SVP of Development.
• Maintain annual calendar of tasks for Development team meetings and tasks.
• Provide support for SVP to ensure clear and regular communications within the Development Department and among teams, including the bimonthly Devo Digest
• Maintain vendor contracts and service agreements, and coordinate services with outside vendors or facilitators.
• Participate in a committee of Executive and Program Assistants and independently lead internal work groups
• Manage the monthly Development-specific buddy program to ensure connection across teams.
• Provide coverage and training for other Executive Assistants as needed.
• Assist other teams that report to the SVP with tasks and projects as needed.
• Other duties as assigned.

Hiring and Onboarding (10%)

• Lead and coordinate onboarding committee for the Development team to ensure best practices in onboarding for the department.
• In partnership with Internal Comms manage the internal and external intranet sites, including Atlas.
• Train Devo staff on new administrative processes, for example Ironclad, Concur, and Microsoft Teams.

Project Management (20%)

• Collaborate with the Development Leadership Team Manager to plan and organize logistics for development staff outings, trainings, retreats, and group activities, including planning for the out of state department-wide retreat.
• Compile, write and edit the monthly development newsletter, highlighting events from the team in order to increase transparency and foster a culture of philanthropy within the organization as a whole.
• Support improvement of various onboarding and IT processes and databases and participate in revisions to existing systems.

Qualifications:

• Bachelor’s Degree or relevant qualifications such as Certified Administrative Professional® (CAP®), Professional Administrative Certificate of Excellence® (PACE®), Certified Executive Administrative Professional® (CEAP®), or Microsoft Office Specialist (MOS) designation, or equivalent experience, preferred.
• 5 years minimum work experience necessary as is experience working in a non-profit setting.
• Demonstrated experience 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 products is highly preferred.
• Demonstrated experience solving problems and executing routine decisions with minimum guidance.
• A minimum of five years’ experience in development (fundraising) or an executive setting preferred.
• Experience working in a nonprofit development setting in an organization of more than 250 professionals preferred.
• Excellent interpersonal skills and good judgment about people and situations.
• Exemplary organizational skills, including ability to handle multiple tasks, lead planning, meet deadlines, and prioritize assignments.
• Superior communication skills, including demonstrated experience writing effective correspondence, reports, proposal and other print collateral.
• Meticulous attention to detail including excellent proofreading and copy-editing skills, including the management of complex information.
• Professional attitude in maintaining confidentiality of management-level decisions, decision-making processes, and privacy of high-level donor information and concerns.
• Professional, positive, and approachable attitude. Ability to work and communicate with a diverse group of people, including Board members, donors, volunteers, the public and staff.
• In-depth proficiency with Word, Excel, PowerPoint, Outlook and Adobe Reader and Acrobat. Useful but not essential—working knowledge of Access, HTML, website design, desktop publishing and project management software.
• Database management skills required with ability to produce reports and to use advanced functions, including sophisticated knowledge of the Internet. Strong working knowledge of a constituent relationship management (CRM) system or donor database such as the Raiser’s Edge is highly preferred. Experience with PowerPoint Adobe Photoshop, or other desktop publishing programs desirable.
• Ability to use discretion and diplomacy in dealing with donors, Board members, and colleagues, including proficiency in prioritizing workflow of Senior Staff and proposing solutions as needed.
• Background and/or interest in environmental issues preferred.
• Ability to organize, prioritize and manage multiple tasks, sometimes under time pressure and facing unexpected challenges, with excellent results.
• Ability to take change in stride, overcome obstacles and adapt to unforeseen conditions; successful at on-the-fly adaptation when needed.
• 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.
• Ability to lift and carry boxes or equipment weighing up to 25 pounds.
• Ability to sit for a period of time.
• Available for business travel as required that may include nights and weekends.
• Valid driver’s license.

Salary is dependent on experience and location.

Salary for San Francisco, CA: $96,300-$107,000

Salary for Washington, DC or Seattle, WA: $91,500 - $101,700

Salary for Remote location varies: $81,900 - $107,000

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.

To Apply: 

Interested candidates should submit the following via Jobvite by March 13th, 2022 to be considered:

• Resume
• Cover letter

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 only accepts resumes submitted for positions that are currently open. Unsolicited resumes, or resumes for posted positions that are not submitted via the on-line application process (where available), will not be reviewed or retained.

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.