Executive Assistant, Development Department

Earthjustice, the nonprofit law firm for the environment, currently has an opening for an Executive Assistant in our development department. Earthjustice works through the courts to safeguard public lands, national forests, parks, and wilderness areas; to reduce air and water pollution; to prevent toxic contamination; and to preserve endangered species and wildlife habitat. Founded in 1971 as Sierra Club Legal Defense Fund, Earthjustice has played a leading role in shaping the development of environmental law.

Position Overview: 

The Executive Assistant works under the supervision of the Vice President for Development and the Director of Major and Planned Gifts and supports them both in their fundraising and management/administrative responsibilities.

The Assistant is responsible for consistently improving communication and systems throughout the Development department and in the Major & Planned Gifts program, in particular, in order to strengthen effectiveness and engagement with our donors, the Board, and Earthjustice senior leadership.

Performs a variety of high-level administrative tasks, which may include budget preparation, travel arrangements and meeting logistics, scheduling, reporting and tracking information for senior management.  Provide direct support to high level directors and may support other senior managers.  Includes frequent interaction with all members within the organization; as well as board members, donors, vendors, and others.

Responsibilities:

Administrative and Management Support:

• Coordinate and schedule meetings within department and with other departments. Track, and assist in formulating agenda for Development Team meetings. Staff and help plan departmental retreats for shared planning, team building and professional development.
• Coordinate and schedule meetings with selected Board committees on behalf of the VP. Support committee activity as required.
• Propose, initiate, coordinate and implement special projects to improve systems, information sharing, team-building, and tracking performance.
• Monitor prospect management process on behalf of the Vice President, organizing and scheduling periodic Prospect Management Committee meetings.
• Coordinate donor-related appointments working with the President's Executive Assistant, Major Gifts, and Foundations.
• Make travel arrangements for VP and Director.
• Support preparation of budget materials and monitoring of expenses.
• Perform other office duties as required to support the Vice President and Director.
• Cross-train with, and provide back-up for, the Major Gifts and Planned Gifts assistants, when needed. Provide occasional back-up support for the President's Assistant, assisting with communications, facilitation of workflow, and schedule management., during vacations and times of peak workload

Fundraising Support:

• Support VP and Director in the preparation and follow-up for field work and other donor activity, including setting up meetings and site visits; drafting briefings for donor visits; assembling, synthesizing, and summarizing biographical, financial, and philanthropic information; producing follow-up mailings and materials; and ensuring timely entry of contact reports, briefings, and other updates to donor records.
• Draft and proofread donor and board correspondence, reports, and proposals.
• Research, draft, and assemble information for VP and Director to support creation of customized fundraising proposals and collateral materials, such as event handouts and fact sheets, for donors, prospective donors, and board members.
• Provide research on major donors and prospects as necessary.
• Respond to donor and board member inquiries, as needed.
• Assist VP and Director in organizing and maintaining their portfolios.

Donor Stewardship Support:

• Prepare queries and reports for cultivation, stewardship, solicitation, event and tracking purposes.
• Develop and manage major donor-stewardship devices and mailings to facilitate segmented, regional and issue-specific "insider" information regarding recent victories, new cases, etc., to donors based on location and interests.
• Manage online accounts of board members and major donors, maximizing appropriate engagement and preventing improper solicitations
• As appropriate, and in coordination with MG & PG assistants, monitor, document, process, and acknowledge gifts, including gifts of securities. Serves as alternate contact with Earthjustice brokerage firms, as well as for donors, and their brokerages and representatives. Research anonymous gifts of securities, ensure prompt sale of gifts, provide necessary information for making transfers, and identify, troubleshoot and address circumstances that prevent a gift from reaching Earthjustice in a timely manner. Coordinates with Finance, Operations Manager, and Gifts and Data Processing Supervisor.
• Work with Gift and Data Processing staff to ensure that major gifts are recorded properly per policy (pledges, soft credits, etc.).
• On behalf of Vice President, facilitate varying work groups in special projects.
• Supervise and coordinate work of volunteers and temporary employees as needed.

Qualifications:

• 3 years' experience in development or executive setting preferred.
• Excellent organizational skills, including ability to handle multiple tasks, meet deadlines, and prioritize assignments.
• Superior research and communication skills, including demonstrated successful writing experience for various audiences.
• Meticulous attention to detail including excellent proofreading skills.
• Consistently demonstrates professional, positive, and approachable attitude/demeanor and discretion. Works and communicates with a diverse group of people, including board of directors, donors, volunteers, the public and other staff.
• Demonstrates common sense, flexibility and teamwork with the strong ability to exercise independent judgment. 
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Solid knowledge of MS Office. Database management skills required with ability to produce reports and to use advanced functions, including sophisticated knowledge of the Internet. Experience with PowerPoint, Quark, or other desktop publishing programs desirable.
• Background and/or interest in environmental and conservation issues desirable.
• Occasional overtime work required.
• Bachelor's degree required.

Compensation: We offer a competitive salary and an excellent benefits package, including medical, dental, vision, life insurance and a retirement plan along with three weeks paid vacation, 12 holidays per year, and a flexible benefits plan..

We also offer an extremely congenial work environment and a casual dress code. We are located ½ block from the 19th Street BART station in downtown Oakland.

To Apply:

Please email your resume and cover letter. Be sure to include "Executive Assistant" in the subject line. No phone calls please.

Earthjustice is an equal opportunity, employer and encourages applications from women, people of color and other members of under-represented groups who will contribute to the diversity of its staff.