Executive Assistant to the Executive Director

Executive Assistant To The Executive Director

The Executive Assistant to the Executive Director is a unique role at a unique moment. ALC is the nation's first Asian American civil rights organization, and right now we are at the center of some of the most consequential legal and political fights of our time, from birthright citizenship at the Supreme Court to immigrant rights, voting rights and economic justice. This person will have an inside view of how civil rights strategy is built, decisions get made, and leaders navigate consequential moments.

We are looking for someone who is energized by administrative work within a broader framework of social justice advocacy. We seek an extremely organized, mission-driven and proactive Executive Assistant to provide high-level administrative and project coordination to the Executive Director, and occasionally other members of the executive team. This is a detail-oriented individual who can prioritize and follow through on multiple tasks in a fast-paced environment with patience and good humor. This position calls for an individual with strong interpersonal, written, and verbal skills who is a highly resourceful team player and can be effective independently. The ideal candidate is also tech-savvy and familiar with a wide array of office and productivity tools.

This role is well-suited for someone who is practical, thinks on their feet, and is also able to plan for and anticipate the Executive Director's needs. They will protect the Executive Director's time and maximize workflow to drive impact across fundraising, external relationships, and workplan execution. This is a confidential position (outside of the union bargaining unit) supervised by the Executive Director.

ALC is the nation's first legal organization focusing on advancing and defending the civil rights of Asian and Pacific Islander (API) communities. Since 1972, ALC has fought for access to affordable housing in San Francisco's Chinatown, 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, across our Housing Rights, Workers' Rights, Immigrant Justice, and National Democracy Initiative programs, and other emerging areas of law.

Responsibilities

• Manage the ED's complex calendar, making judgment calls on scheduling priorities, protecting time for strategic work, and communicating diplomatically with internal and external stakeholders who are seeking the ED's time.
• Monitor and help manage the ED's inbox, learning her communication style and voice, flagging urgent matters, drafting correspondence, and redirecting or resolving what does not require her attention.
• Coordinate closely with the Development team to support the Executive Director's fundraising role, including donor meeting logistics and follow-up.
• Draft, edit, and produce materials for the ED including correspondence, memos, presentations, and talking points; ability to support with social media content including LinkedIn posts a plus.
• Support the Board of Directors by scheduling meetings, setting agendas, compiling and distributing board packets, taking minutes, following up on action items, and organizing and maintaining documents on the board management platform, including other organizational activities.
• Provide logistical support for both onsite and remote meetings including travel arrangements, meals, reservations, agendas and briefs, zoom support, note-taking, and identifying and tracking action items.
• Handle administrative tasks including but not limited to travel and accommodation arrangements, expense reports, invoicing, credit card back-ups etc.
• Other duties as assigned.

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. This includes two (2) annual retreats, an annual gala, and meetings as needed in the San Francisco Bay area.

The above statements are not intended to encompass all functions of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this posting.

Qualifications

• Bachelor's degree required or equivalent experience
• Minimum three years of providing administrative support in an organization, one year of which is in supporting senior leaders or executives
• Excellent organizational, project, and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment
• Strong interpersonal skills and ability to build relationships with stakeholders, including staff, board, external partners, and donors
• Strong written and verbal communication skills, particularly in business email correspondence
• Proactive problem-solver with a demonstrated ability to exercise good judgment
• Highly adaptable and resourceful team player, with the ability to also work independently and problem solve
• Ability to maintain a professional and calm demeanor that aligns with organizational values
• Proven ability to handle confidential information with discretion
• Proficient in Zoom, Microsoft Office, Google Suite, Slack, Asana, Salesforce, and other technology platforms
• Understanding of or familiarity on Asian, Arab, Middle Eastern and Pacific Islander and social justice movement issues is a plus

Application Process

Interested candidates should submit applications via Breezy.

1. Cover letter explaining your interest in the position

2. Resume

3. Writing sample (no more than 5 pages)

4. Three professional references

ALC 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, color, religion, national origin, physical or mental disability, medical condition, marital status, reproductive health decision-making, sex, gender, age, sexual orientation, veteran and/or military status, protected medical leaves, domestic violence victim status, political affiliation, height, weight, or any other status protected by federal, state, or local laws. ALC is dedicated to the fulfillment of this policy in regard to all aspects of employment.