Executive Assistant & Operations Manager

The West Oakland Environmental Indicators Project (WOEIP), one of the Bay Area’s leading Environmental Justice organizations, is seeking a hands‑on Executive Assistant & Operations Manager to help our team stay organized, connected, and moving forward. For more than twenty years, WOEIP has used participatory research and collaborative problem‑solving to advance policy change, community development, and coalition‑building in West Oakland and beyond. Learn more at woeip.org. This new position will provide direct support to the Executive Director— including calendar and inbox management, meeting coordination, preparation, and follow‑through—while managing WOEIP’s day‑to‑day operations, systems, vendors, and HR administration. You’ll join a close‑knit, deeply mission‑driven team that values collaboration, initiative, open communication, and shared accountability. We’re looking for someone who enjoys bringing order to complexity, anticipates what is needed, and works alongside others to carry important work through to completion. Reporting to the Executive Director and working closely with the Director of Strategic Partnerships and broader team, this person will serve as an essential connective force across the organization. Goals and outcomes The Executive Director’s calendar, meetings, priorities, and follow‑up are thoughtfully coordinated, allowing her to focus on high‑impact activities. Day‑to‑day operational needs are proactively identified, addressed, and carried through to completion. Staff have access to clear, consistently used operational tools, processes, shared agreements, and documentation that support effective collaboration and follow‑through. Financial records, grant expenditures, operational costs, and documentation are current, organized, and clearly tracked in coordination with WOEIP’s accounting partners. Grant reporting, HRand organizational compliance deadlines are clearly assigned, proactively tracked, and consistently met. Vendors, facilities, technology, insurance, banking, and other essential administrative needs are managed responsively and reliably. Responsibilities Executive and Administrative Assistant (50%) Proactively manage the Executive Director’s calendar, scheduling, and meeting priorities, ensuring that her time reflects the organization’s most important needs. Support management of the Executive Director’s inbox and correspondence by identifying time‑sensitive items, organizing follow‑up, drafting routine communications, and redirecting requests when appropriate. Coordinate internal and external meetings, including scheduling, preparing agendas and materials, confirming logistics, and communicating with participants. Anticipate upcoming needs and ensure the Executive Director has the information, documents, and preparation required for meetings and decisions. Maintain a clear system for tracking the Executive Director’s commitments, decisions, deadlines, and follow‑up items. Attend and provide coverage for selected meetings when requested, documenting relevant information, decisions, and next steps. Support Board operations, including meeting scheduling, materials preparation, recordkeeping, and coordination of follow‑up items. Assist with document preparation, data entry, filing, correspondence, bankning errands, and other administrative needs. Handle sensitive organizational and personnel information with discretion and confidentiality. Operations (40%) Proactively identify day‑to‑day operational needs and carry them through to timely resolution. Serve as the primary point of contact for property management, insurance providers, banks, cleaning services, technology providers, security services, and other operational vendors. Maintain organized and accessible operational records, contracts, policies, calendars, and documentation. Develop, document, implement, and continuously improve practical organizational processes, protocols, checklists, and workflows. Collaborate with staff to establish shared agreements for using tools and systems, and provide consistent follow‑up to support their adoption. Maintain the organization‑wide calendar, coordinating staff coverage for meetings and ensuring that upcoming events and employee PTO are clearly documented and communicated across the team. Maintain timelines of grant deliverables, reporting deadlines, compliance requirements, insurance renewals, and other recurring obligations. Serve as the day‑to‑day liaison with WOEIP’s bookkeeping and accounting partners by coordinating requests, providing documentation, tracking outstanding questions, and carrying follow‑up items to completion. Coordinate regular financial and operational check‑ins, gather information needed for review, document action items, and follow up with responsible team members. Support organizational compliance by coordinating required filings, renewals, documentation, and communication with external professional partners. Human Resources (10%) Support staff benefits administration (e.g. coordinating with our vendor‑partners, supporting staff enrollment) Support occasional hiring (managing job descriptions, tracking and filing applicant paperwork) Coordinate onboarding and offboarding, ensuring that staff receive or return appropriate accounts, technology, files, keys, benefits information, policies, and organizational materials. Maintain accurate, confidential, and well‑organized personnel records. Track recurring HR deadlines and coordinate required documentation with staff and external HR, payroll, or benefits partners. A good fit… Personal qualities Is a highly organized, proactive, and persistent executor who anticipates needs, takes ownership of problems, and carries complex work through to completion. Is a collaborative systems thinker who can see how work moves across an organization, identify bottlenecks or conflicting priorities, and help the team develop practical solutions. Exercises excellent judgment and discretion when handling confidential executive, personnel, financial, and organizational information. Balances close attention to detail with the flexibility and responsiveness required in a small, evolving organization. Communicates clearly, follows up consistently, and is comfortable making respectful requests of colleagues and external partners. Cares deeply about Environmental Justice and is committed to centering the knowledge, leadership, and experiences of impacted communities. Experience and skills Has 5–10 years of executive support, nonprofit administration, or operations experience, ideally within a small or evolving organization. Has experience managing vendors, coordinating HR benefits, and developing processes and workflows that teams use consistently. Is comfortable tracking budgets, restricted‑grant expenditures, and financial documentation and coordinating with external bookkeeping and accounting partners. Is highly proficient with Google Workspace and Microsoft Office, especially Excel, and comfortable using or administering tools such as QuickBooks, Monday.com, Zoom, and other organizational systems. Brings lived or professional experience working in Environmental Justice communities. Compensation and benefits This is a full‑time exempt position, beginning immediately at 40 hrs per week.Salary range is $80,000-$95,000 annually. We offer a generous benefits package that includes unlimited PTO; paid health, dental and vision coverage; a retirement savings plan with up to 5% employer match; a $600/month additional benefits stipend; and a hybrid work environment. On‑site hours are expected Tuesdays and Thursdays in West Oakland, CA (one block from West Oakland BART; free parking available). About WOEIP WOEIP is a resident‑led, environmental justice nonprofit helping West Oaklanders achieve healthy homes, healthy jobs, and healthy neighborhoods for all who live, work, learn, pray and play in our community. We arean equal‑opportunity employer. We are a small team that values direct and open communication, power‑sharing and leadership development, acknowledging our own and each other’s unique lived experiences and relationships to privilege, and centering the voices of those most impacted by our work. We especially welcome candidates who identify as Black, Indigenous, people of color, LGBTQ+, or other underrepresented or historically marginalized groups, as well as those with connections to West Oakland. If you need accommodation for a disability during the application process, please let us know. #J-18808-Ljbffr