Executive Assistant

January 25, 2024 Job Listing

Location: Hybrid work schedule, based in San Francisco or Oakland, CA
Due Date:
Applicants are encouraged to apply as soon as possible, and applications will be considered on a rolling basis. The application deadline is February 29, 2024.
Start date:
As soon as possible
Type:
Regular, Full-Time, Exempt, Confidential Position (not in the union)

Compensation


The annual compensation depends on years of relevant experience; the range is $68,000 - $88,725. ALC offers an additional $1,000 annual compensation for proficiency in a language other than English and an additional $1,000 annual compensation for graduate degree(s).

Benefits


ALC’s comprehensive benefits package includes the following: generous vacation and paid holidays; medical, dental, disability, and life insurance coverage (ALC pays 100% of premiums for employees and 75% for qualified dependents); a flexible spending account (FSA); and 401K retirement plan with employer non-elective contribution and match.

The Opportunity


ALC seeks a dedicated and highly organized full-time Executive Assistant to support the Deputy Director and Director of Human Resources & Administration. The successful candidate will be crucial in ensuring efficient operations, managing administrative tasks, and facilitating effective organizational communication. We seek an individual who takes initiative to follow through and attend to the details, enabling our leaders to contribute their best performance to achieve organizational objectives. As a valued assistant, you will contribute to our Executive Team’s strong performance, efficient processes, and successful outcomes. If you find satisfaction in helping others, organizing, and working as part of a team, this is a promising opportunity.

This position calls for an individual with strong interpersonal, written, and verbal skills who is a highly resourceful team player who can be effective independently. This is a confidential position outside of the bargaining unit. This position is supervised by the Director of Human Resources & Administration (HR & Admin).

The Organization


Since 1972, ALC, our nation’s first Asian American legal advocacy center, has litigated high-profile civil rights cases, advocated for the passage of landmark policy changes, and provided an array of services, including community education, advocacy, and direct client representation, to further the rights of low-income immigrants and communities of color. Current program areas include Voting Rights, Workers’ Rights, Immigrant Rights, Housing Rights, Criminal Justice Reform, and National Security & Civil Rights. A growing staff of 55+ provides strong collegial support and opportunities to learn about and collaborate with other program areas. ALC is a founding member of the national Asian Americans Advancing Justice affiliation with partners in Los Angeles, Chicago, Atlanta, and Washington, D.C. ALC is based in San Francisco, a hub of the Asian American movement, progressive politics, and social justice activism.

Responsibilities

  • Day-to-day activities vary in this dynamic position and include the following:
  • Proactively manage and maintain the Deputy Director and Director of HR and Admin’s complex calendars, schedule internal and external meetings, and handle all logistics, including travel arrangements and accommodations
  • Under the direction of the directors, drive and coordinate steps to implement two annual organizational retreats and annual social events; consult other key stakeholders for input and ensure all the work gets done (directly and with helpers).
  • Support directors in task management and prioritization
  • Coordinate and prioritize internal and external communications, including screening phone calls, responding to emails, and drafting correspondence on behalf of the directors
  • Act as a liaison between staff members and executive leaders to ensure important information is relayed, that escalated issues are flagged and resolved, and other matters are re-directed to and solved by appropriate parties
  • Participate in standard assistant duties such as sending emails and other electronic correspondences, scheduling, taking notes during meetings, ordering food for meetings, faxing, copying, and running errands
  • Prepare, compile, and edit reports, presentations, and other documents with a high level of accuracy and attention to detail. Make them readily available for internal and external meetings
  • Write, draft, and edit important data such as documents, reports, proof letters, and memos
  • Maintain and update confidential files, records, and databases, ensuring data accuracy and integrity—electronic filing of documents
  • Handle additional administrative tasks and special projects as assigned by the Deputy Director and Director of HR & Admin

All ALC staff are expected to participate in regular check-in meetings with their supervisor/supervisees, staff meetings, team meetings, and other organization meetings, as required.

Note: This job description is subject to change and is not intended to constitute a contract.

Qualifications

  • Bachelor's degree required or equivalent experience
  • 1-3 years of experience providing executive-level support, preferably in a nonprofit or advocacy organization
  • Excellent organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment
  • The motivation and ability to work and problem-solve independently
  • Experience and interest in internal and external communications, partnerships, organizational systems, and fundraising
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Strong interpersonal skills and ability to build relationships with stakeholders, including staff, board, external partners and donors
  • Strong communication skills, both written and verbal, with the ability to draft professional correspondence and reports
  • Approaches problem-solving proactively and demonstrates strong judgment and decision-making capability
  • Ability to maintain a professional and candid demeanor to ensure you behave in a manner that aligns with organizational values
  • Team player and collaborator who enjoys working with colleagues of diverse backgrounds and experiences
  • A trusted colleague who works effectively within a nonprofit management team toward organizational goals and objectives
  • High level of discretion and professionalism when handling sensitive and confidential information
  • Commitment to social justice
  • Technological proficiency in Microsoft Office, Google Suite, Slack, Asana, and other relevant software applications


Application Process

Interested candidates should submit the following by February 29, 2024:

(1) cover letter explaining your interest in the position

(2) resume

(3) writing sample (no more than 10 pages)

(4) three professional references

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Advancing Justice – Asian Law Caucus is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation based on an individual’s race (including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, reproductive health decision-making, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender (including gender identity and gender expression), age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, height, weight, or any other status protected by federal, state, or local laws. The Advancing Justice – Asian Law Caucus is dedicated to the fulfillment of this policy in regard to all aspects of employment, including, but not limited to, recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.