Executive Assistant, Operations

About the Role

Executive Assistant, Operations

Operations Administration New York, New York  San Francisco, California  Remote, United States

The Executive Assistant provides executive administrative support to Operations executives by managing schedules, facilitating workflow, supporting projects, meeting and event planning and coordination, and other critical administrative duties. This position anticipates information needs, proactively coordinates information flow, and contributes to the creation of effective systems. The Executive Assistant works independently with minimal direction and is adept progressing action through ambiguity; is exceptionally responsive, action-oriented, and possesses a keen eye for detail and context; handles confidential matters with sound judgment and utmost discretion; is able to quickly pivot, re-prioritize, and flex between supporting and complementing different working styles; and is an enthusiastic team player able to identify gaps and problem solve.

Reporting to the Sr. Operations Leadership Team Manager, this position works a full-time schedule (37.5 hours/week). Preference will be given to candidates willing to work at least one day per week from our San Francisco, CA, or New York, NY, office, but remote candidates who are willing to travel periodically will also be considered.

This is a non-supervisory position.

What You'll Do

Executive Administration and Support (70%)

• Serve as primary scheduler and calendar manager for Operations executives, coordinating with stakeholders to ensure time is allocated in accordance with strategic priorities

• Provide administrative and logistical support, including expense filing, travel coordination, document management, and task tracking. 

Operations Department Meeting Planning, Project Coordination, and General Support (30%)

• Support department meetings from conception to post-meeting follow-through on action items

• Provide Operations project, initiative, and communications coordination, planning, and execution

• Facilitate workflow and information sharing with Operations teams and stakeholders; support internal communications within Operations and to the rest of Earthjustice

Ongoing Learning

• Actively pursue professional development and contribute to a culture of learning by building skills and sharing knowledge.

Please note that the percentage breakdowns provided above serve as a guideline and that other duties may be assigned as part of the job's requirements.

What You'll Bring

• Bachelor's degree or relevant experience and qualifications, such as Certified Administrative Professional (CAP), Professional Administrative Certificate of Excellence (PACE), or Certified Executive Administrative Professional (CEAP)

• 2+ years administrative work experience.

• 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, and exceptional proficiency using the Office365 suite

• Ability to prioritize and multitask with strong attention to detail and excellent organizational skills in a fast-paced, high-volume role

• Outstanding interpersonal, organizational, and verbal/written communication skills

• Sound judgment and discretion with ability to handle sensitive and confidential information appropriately

• Adaptability, resilience, curiosity, and openness to feedback and continuous learning

• Demonstrated commitment to Earthjustice’s values of Justice, Excellence, Inclusion, and Partnership. 

Physical Requirements 

This role may require the ability to: 

• Sit for extended periods with occasional standing and walking

• Type, file, and/or handle office equipment

• Lift and carry materials

• Read documents, conduct computer work, and document review

• Conduct meetings and have telephone communications with colleagues and donors over video and phone

• Travel to attend donor meetings, donor events, staff meetings, and trainings

Salary and Benefits

We offer a competitive salary and excellent, comprehensive benefits. We also offer a casual and congenial work environment. 

Salaries at Earthjustice are determined by working location and are commensurate with the experience required. 

Salary range in San Francisco, CA, and New York, NY: $99,500-$110,500
Other ranges will vary depending on specific location: $84,600 - $105,000