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, Bozeman, Chicago, Denver, Honolulu, Houston, Juneau, Los Angeles, Miami, New Orleans, New York, Philadelphia, Seattle, Tallahassee and Washington, D.C.

The position provides a broad range of executive administrative support to the Devo Executive Team (DET) and two Development Associate Vice Presidents (AVPs), one overseeing institutional, legacy, and major giving, and one overseeing campaigns and principal giving, including 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 AVPs and DET, including support of high-net-worth donor portfolios and providing effective support to the Development Department. In addition to the administrative tasks, this position will also manage information flow throughout a geographically dispersed team, prepare a variety of complex documents and reports, track program information, manage projects as they arise, and other duties as assigned.  

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

Executive Administration (70%)

1. Serve as point of contact for scheduling meetings and video/conference calls with people both internally and externally for the AVPs and their respective teams. 
2. Draft, proofread and copyedit donor and board correspondence, reports, and proposals for the AVPs. 
3. Assist with maintenance, tracking and reporting of AVP portfolio of donors.
4. Make and monitor travel arrangements for AVPs and prepare expense reports after travel.
5. Maintain Development Department Staff contact, titles, and other department information.
6. Partner with the Finance department to manage reconciliation of AVPs’ credit cards, manage expense reports, research significant purchases.
7. Maintain annual calendar of tasks for team meetings and recurring processes.
8. Assist in running and scheduling monthly Development department meetings. 
9. Maintain vendor contracts and service agreements, and coordinate services with outside vendors or facilitators. 
10. Participate in a committee of Executive and Program Assistants and independently lead internal work groups.
11. Manage the monthly Development-specific buddy program to ensure connection across teams. 
12. Provide coverage and training for other Executive Assistants as needed.  
13. Assist other teams that report to the AVP with tasks and projects as needed. 
14. Other duties as agreed upon. 

Hiring and Onboarding (10%)

1. Lead and coordinate onboarding committee for the Development team to ensure best practices in onboarding for the department. 
2. In partnership with Internal Comms and the Sr. Development Leadership Team Manager manage the internal and external intranet sites, including Atlas.
3. Train Devo staff on new administrative processes, for example Atlas, Workramp, Concur, and Outlook. 

Project Coordination (20%) 

1. Collaborate with the Sr. Development Leadership Team Manager to plan and organize logistics for development staff outings, trainings, retreats, and group activities, including planning for the department-wide retreat. 
2. Assist in planning other team retreats as needed.
3. Support improvement of various onboarding and IT processes and databases and participate in revisions to existing systems. 

Qualifications

1. A minimum of 2+ years’ experience in development (fundraising) or an executive setting preferred.  
2. 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
3. 2+ years minimum work experience necessary as is experience working in a non-profit setting. 
4. Demonstrated experience providing administrative support for senior staff and maintaining confidentiality is a must. 
5. Experience collaborating in a team or group culture that produces collective rather than individual products is highly preferred.
6. Demonstrated experience solving problems and executing routine decisions with minimum guidance.
7. Experience working in a nonprofit development setting in an organization of more than 250 professionals preferred.
8. Excellent interpersonal skills and good judgment about people and situations.
9. Exemplary organizational skills, including ability to handle multiple tasks, lead planning, meet deadlines, and prioritize assignments.  
10. Superior communication skills, including demonstrated experience writing effective correspondence, reports, proposal and other print collateral.
11. Meticulous attention to detail including excellent proofreading and copy-editing skills, including the management of complex information.
12. Professional attitude in maintaining confidentiality of management-level decisions, decision-making processes, and privacy of high-level donor information and concerns.  
13. 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.
14. 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.
15. 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.
16. 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
17. Background and/or interest in environmental issues preferred.
18. Ability to organize, prioritize and manage multiple tasks, sometimes under time pressure and facing unexpected challenges, with excellent results.
19. Ability to take change in stride, overcome obstacles and adapt to unforeseen conditions; successful at on-the-fly adaptation when needed. 
20. Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
21. Contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences.