Earthjustice is seeking an Executive Assistant to the Vice Presidents of
Litigation to be based in either our New York City or Washington, D.C.
office. Earthjustice is the nation’s 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 talented and dedicated attorneys who share a passion for
justice and a healthy environment. Our headquarters are in San Francisco
with nine offices across the U.S.
The position provides a broad range of administrative support to two
Vice Presidents of Litigation through communications, facilitation of
workflow, schedule management, and meeting planning. The primary
responsibilities of this role are to act as a seamless extension of the
VPs of Litigation for the Healthy Communities program by providing
effective executive support to each individually and by working
collectively with the four-person litigation VP team.
The VPs operate in a matrix management structure, wherein they have
responsibilities across respective offices and programs. This position
will support coordinated information flow with and between all the VPs
and between the VPs and the regional offices, programs and departments.
This position will need to anticipate information needs and be proactive
at coordinating information flow and contributing to the creation of
effective systems.
RESPONSIBILITIES:
Executive Administration:
- Provide administrative and logistical support to two VPs of
Litigation, including: general scheduling, travel arrangements and
expense report preparation, meeting preparation and scheduling, and
meeting minutes, distributing background materials, and tracking
follow-up tasks.
- Responsible for planning, logistics, and preparing materials for
presentations, meetings, and video and conference calls
- Provide support for Managing Attorney and practice group meetings
including scheduling, agendas, minutes, and tracking of follow-up
assignments
- Provide tracking support for department budgets and funds, such as
legal training funds and professional services budgets
- Support management of contracts and service agreements
- Manage hard copy and electronic files in accordance with
Earthjustice document retention policies
- Provide administrative support for program reports and staff
presentation
- Partner with key administrative staff and departments to ensure
seamless coordination of responsibilities
- Help manage and track email and other correspondence
- Other duties as assigned
Financial Management:
- Maintain and execute financial responsibilities in accordance with
Earthjustice policy and in coordination with the VP of Finance and
finance staff
- Review and approve all accounts payable and client billing, and
coordinate payments with Finance
- Prepare employee expense reimbursements/vouchers
- Manage and reconcile company credit cards
- Track and submit donated time and discounted services for
Earthjustice and client audit requests
- Assist VPs with budget development, tracking and reforecasting
- Prepare litigation budget spreadsheets and track related expenses
- Prepare and maintain budgets and oversee spending consistent with
approved budget
QUALIFICATIONS:
- Bachelor’s degree or Associate’s Degree with equivalent
practical experience.
- 5 years of minimum work experience necessary.
- Experience providing administrative support for senior staff and
reporting to more than one supervisor.
- In-depth proficiency with Word, Excel, PowerPoint, Outlook and Adobe
Reader and Acrobat.
- Ability to develop, implement and track budgets.
- Ability to organize, prioritize and manage multiple tasks, sometimes
under time pressure and facing unexpected challenges, with
excellent results.
- Focus and attention to detail, including the management of
complex information.
- Ability to work with supervisors remotely.
- Ability to take change in stride, overcome obstacles and adapt to
unforeseen conditions.
- Excellent interpersonal skills and good judgment about people
and situations.
- Highly dependable and able to meet deadlines consistently.
- Ability to represent Earthjustice with tact, diplomacy, discretion
and professionalism in interactions with important donors, board
members, vendors, staff and program partners.
- Ability to maintain confidences and confidential information.
- Excellent written and in-person communications skills.
- Experience collaborating in a team or group culture that produces
collective rather than individual products is highly preferred.
- Ability to lift and carry boxes or equipment weighing up to
25 pounds.
- Available for business travel as required that may include nights
and weekends.
- Interest in contributing to the creation of a diverse, equitable,
and inclusive work culture that encourages and
celebrates differences.
We offer a mission- and employee-focused work environment and a
competitive compensation package, including excellent benefits.
Earthjustice is an equal opportunity employer and highly values
diversity. Women and people of color are strongly encouraged to apply.
APPLICATION PROCEDURE:
Using the Jobvite application tool, please submit:
- Resume.
- One- or two-page cover letter that addresses at least the following
subjects: (1) why you are drawn to Earthjustice’s mission and
whether there are particular legal, environmental, or justice issues
that inspire you; and (2) aspects of your background that
demonstrate competence to work with diverse clients and colleagues.
Applications will be reviewed on a rolling basis until the position is
filled.
Please reach out to jobs@earthjustice.org if you are having technical
difficulties submitting your application. No phone calls, drop-ins, or
hard copies.
Earthjustice is driven by a passion for justice, partnership and
excellence. Our core values lead us to seek a broad range of
perspectives and backgrounds to achieve our mission and to maintain an
inclusive environment where all staff are valued and respected. As an
equal opportunity employer, we are committed to employment practices
that ensure that employees and applicants for employment are provided
with equal opportunities without regard to race, color, national origin,
ancestry, sex, age, religion, physical or mental disability, medical
condition, veteran status, marital status, pregnancy, sexual
orientation, gender identity, gender expression, genetic information or
any other factor that is not related to the position.