EXECUTIVE ASSISTANT, EDUCATION EQUITY TEAM (SAN FRANCISCO)

For nearly 50 years, Public Advocates Inc., has been at the forefront of social justice movements in California as a nonprofit law firm and advocacy organization that challenges the systemic causes of poverty and racial discrimination.  We strengthen community voices in public policy and achieve victories that advance education, housing, transportation equity and climate justice.  The team at Public Advocates is committed, smart and compassionate and we are seeking an experienced, highly organized, detail-oriented colleague to join our Education Equity Team in our San Francisco office as a full-time Executive Assistant.

The Executive Assistant will provide direct support to the Managing Attorney who is both a member of the organization’s Management Team and is responsible for directing the Education Equity Program – this will include managing his priorities and communications and organizing action items with keen attention to detail and follow-through.  In addition, the Executive Assistant will provide support to the team’s activities related to team meetings and operations.

Our ideal candidate is reliable, flexible and focused on performing their job to meet the high standards of our staff.  They are able and willing to quickly, effectively and responsively manage a variety of administrative tasks and responsibilities with energy and poise.  The Education Equity Team consists of 3 legal professionals (including the Managing Attorney) in our San Francisco office, 5 legal and policy professionals in our Sacramento office and 3 other legal and support staff who are remotely-based.

Responsibilities

The Executive Assistant’s essential duties will include:

  • Direct assistance to the Managing Attorney (MA): managing his emails – reviewing and flagging priority emails for action, responding to and originating internal and external scheduling requests; managing the MA’s calendar – rationalizing his schedule, strategically prioritizing internal/external meetings as well as calendaring substantive work time; assisting w/travel planning, expense reimbursement; anticipating additional support needs
  • Assistance to the Education Equity Team: scheduling and managing logistics for all Education Equity Team and K-12 sub-team meetings; preparing agendas in coordination w/team and discussion leaders; attending all meetings and taking note of action items, tracking and following up on next steps; assisting w/scheduling external commitments; providing logistical and basic technical support for meetings and webinars (e.g., arranging for translation/interpretation services, setting up Zoom webinars/large meetings, executing Zoom breakout rooms, note-taking as needed, etc.); coordinating w/the development staff to maintain the team’s grant activities calendar and ensure the submission of grant deliverables; serving as the team’s intake coordinator; formatting/proofreading documents; other duties in support of the team
  • Project management: assisting team leaders w/team operations-related projects; assisting w/planning logistics for PA-hosted off-site retreats, trainings, special events and PA participation in conferences and presentations (e.g., identifying locations, travel planning, organizing catering, preparing/formatting slides, assisting w/facilitation, addressing technology needs, etc.)

Qualifications

  • Bachelor’s degree or equivalent experience
  • At least 5-8 years of experience providing high-quality and responsive executive assistant support to management team-level staff
  • Advanced knowledge in Microsoft Office programs (Outlook, Word, Excel, PowerPoint Teams), Adobe Acrobat and Google Drive
  • Acute attention to detail, follow-through, confidentiality and deadlines; precise in execution
  • Strong communicator, representative and partner; listens and writes well; is articulate, concise, diplomatic, discreet and helpful
  • The following are highly desired characteristics and traits:
    • Highly motivated by being of service and continually strives to meet and exceed expectations
    • Flexible, adaptable and responsive to the work style, preferences and priorities of the people being supported
    • Works quickly and efficiently while also able to anticipate needs and be proactive and highly dependable
    • A quick study, highly organized, resourceful and a creative problem solver; must be able to anticipate issues, exercise sound judgment and identify resolutions promptly
    • Develops strong relationships and works collaboratively at all levels inside and outside of the organization
    • Emotionally mature with high emotional intelligence and interpersonal skills, ability to work w/different personalities
    • Spanish fluency, written and oral

Qualities expected of all Public Advocates staff include integrity, high professional standards, commitment to progressive social change and working successfully with diverse colleagues, clients and community partners.  This includes active participation in promoting healthy workplace culture through our organizational diversity and inclusion initiative – an ongoing and intensive process of communication, trust building and learning about our individual and organizational areas for growth.  We strive to build a culture of cooperation and mutual support and value flexibility, resilience, optimism, curiosity and a sense of humor.

Compensation & Work Setting

The position is full-time (37.5 hours/week) and exempt.  The starting salary range for this role is $65,000-$71,000 depending on experience.  Benefits include full health and dental insurance for employee and eligible family members; life and long-term disability insurance; generous vacation and paid holidays; 403(b) retirement plan; and paid sabbatical after 7 years.  Our office is located on the Embarcadero near the Ferry Building in San Francisco, convenient to public transportation (we offer access to tax-advantaged commuter benefits).

*At the time of this posting all our staff continue to work from home but we anticipate a return to the office on March 1, 2022.  We are in the process of designing a return to the office that meets the needs of both the organization as well as the staff.

Please note that we have recently adopted a vaccination policy that will require all employees to, by December 1, 2021, either establish that they have been fully vaccinated or obtain an approved exemption as an accommodation.

Application Instructions

Applications welcome immediately; position open until filled.  To be considered, applications must include: 1) a letter that a) explains your interest in performing this support role at Public Advocates and b) provides descriptive examples of your qualifications for this position; 2) a resume; and 3) names of three references, at least two of whom have directly supervised your work.  Submit your application (and/or questions) by email to ExecutiveAssistant@publicadvocates.org.

Public Advocates reflects the rich diversity of California.  Two-thirds of our employees and 60% of our Board members are people of color.  Our senior leadership team also reflects our commitment to diversity.  Four of seven members — including our President & CEO — are people of color, and three of seven members are women.

Public Advocates seeks to fill this position with someone who shares our values, including our organizational commitment to diversity.  We encourage all interested individuals to apply — especially people of color; women; people from low-income backgrounds; people with disabilities; people who are lesbian, gay, bisexual or transgender or anyone belonging to any other federal or state protected category.  Read our Organizational Diversity Vision Statement here.

Executive Assistant, Education Equity Team
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