Executive Assistant to the Principal

  • Job posted by Black Futures Lab

Job Type

Full Time

Salary

Minimum: $70,000
Maximum: $75,000

Published

08/29/2018

Start Date

11/01/2018

Application Deadline

09/28/2018

Address

Oakland
CA
United States

Description

POSITION ANNOUNCEMENT:

Executive Assistant to the Principal

Black Futures Lab

Location: Oakland, CA | Status: Full Time/Exempt

Closing Date: September 28, 2018

Earlier Submissions Encouraged


About Black Futures Lab:


The Black Futures Lab works with Black people to transform our communities, building Black political power and changing the way that power operates—locally, statewide, and nationally. The problems facing our communities are complex—the solutions require experimentation, innovation and political power. We deserve elected officials that represent us, policies that improve our lives, and politics that reflect our lives. 


Changing our communities for the better requires changing a culture that takes Black people for granted and changing policies and laws that make us criminals and keep resources from our communities. To get there, we work to understand the dynamics impacting our communities; we build the capacity of our communities to govern; and we engage and include Black people in the decisions that impact our lives. Our work is fiscally sponsored by Tides and includes key initiatives such as: 


Black Census Project

A national survey to create an accurate understanding of the diversity of our communities, the diversity of issues that Black communities care about most, and the innovative ideas and vision for how to transform our country


Black to the Future

The development of smart policy and implementation plans to educate elected officials on a new legislative agenda - based on B lack Census Project findings - and challenge policymakers to take up positions beneficial to Black communities.


About the Position

Black Futures Lab seeks an experienced, reliable and task-oriented Executive Assistant to the Principal to provide expert administrative support directly to a high profile leader. The Executive Assistant will serve as the primary point of contact for internal and external constituencies on all matters relating to the Principal; serve as a liaison to the staff, Board of Directors and Advisory Board; organize and coordinate executive communication and external relations; and may be assigned to oversee special projects. The ideal candidate is self-motivated, organized, flexible and solutions-oriented. Additionally, this role requires the capacity to apply the applicant’s understanding of the work we do to all responsibilities and critical tasks, for the purpose of being able to prioritize amongst those responsibilities. The Executive Assistant to the Principal must thrive in a small, entrepreneurial, mission-driven and community-oriented environment and must demonstrate integrity and trustworthiness in handling sensitive information and communications with discretion, poise, and tact. Most work will be conducted out of the Black Future Lab’s Oakland office although some work may be conducted remotely, when appropriate, with the prior approval of the Principal. The ideal candidate does not need to live in Oakland, but must keep pace with the Principal’s schedule and needs, and be able to travel up to 40% of the time with the Principal. 


KEY RESPONSIBILITIES


  • Effectively provides executive support to the Principal including, but not limited to, completing administrative tasks; establishing and maintaining relationships with key contacts; and providing support on projects from inception to completion, and meet all applicable deadlines
  • Diplomatically serves as a “gatekeeper” for and “gateway” to the Principal, following-up on contacts made by the Principal to support the cultivation of ongoing relationships, and communicating on behalf of the Principal to support and engage the Board of Directors, Advisory Board and other constituents
  • Uses strategy to plan, coordinate and manage the Principal’s complex schedule
  • Consistently ensures the Principal is well informed and equipped for success in meetings, engagements, commitments and responsibilities, with great attention to detail
  • Attentively supports internal staff meetings by overseeing logistics, briefing all parties regarding relevant content and issues, prepping materials and composing and distributing notes
  • Adeptly creates and/or edits key written communications to external stakeholders, including acknowledgement letters from the Principal to donors
  • Carefully manages and organizes the Principal’s email accounts and other records/files including reviewing all email and written requests and responding/forwarding/flagging for action accordingly
  • Meticulously updates and maintains all of the Principal’s contacts with current information
  • Proactively anticipates and delivers upon the Principal’s needs while developing an exceptional leadership support performance standard
  • Diligently researches, prioritizes, and follows up on issues and concerns addressed to or by the Principal, including those of a sensitive or confidential nature, determining the appropriate course of action, referral, or response and executing accordingly
  • Consciously provides a bridge for smooth communication, demonstrating leadership to maintain credibility, trust and support internally and externally
  • Skillfully manages special projects for the Principal, some of which may have organizational impact
  • Successfully completes deliverables with a hands-on approach including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Principal’s ability to lead and respond to communications and demands effectively
  • Masterfully develops and leads project management systems to cohesively advance the work of the Principal to ensure projects remain on-track, while executed with a standard of excellence
  • Accurately manages expense reports, reimbursements, and timesheets for the Principal
  • Artfully prioritizes conflicting needs and handles matters proactively and thoughtfully offering recommendations to the Principal, closing gaps and tying up loose ends
  • Expeditiously follows-through on projects to successful completion, often with deadline pressures
  • Dutifully travels, as needed, with the Principal to provide support and coordinates logistics for the Principal’s public appearances, as needed
  • Actively maintains an understanding of the current social/political environment, including the mission and vision of the Black Futures Lab and corresponding projects


Key Qualifications:

  • A minimum of five years of experience with a demonstrated track record of successfully supporting and scheduling Executives that are in high-demand, preferably in a non-profit setting
  • A Bachelor’s degree is preferred: Experience in excess of the 5-year minimum requirement may be substituted for a degree
  • Excellent administrative, analytical and organizational skills with the ability to balance multiple priorities while performing several tasks seamlessly, on-time and with excellent attention to detail
  • Ability to manage a high-volume of daily correspondence and requests across multiple accounts/sources while keeping the Principal up-to-date in concise, meaningful ways
  • Enjoys and takes pride in all assignments and tasks, whether administrative or strategic, and works to consistently achieve high performance goals and uphold a standard of excellence
  • Foresight and intuitiveness to anticipate needs and propose creative solutions for any issues 
  • Very strong interpersonal skills and the ability to build relationships with staff, board members, partners, donors, the media, and community members
  • Highly resourceful team-player who can work well and collaboratively with others
  • Expert written and verbal communication skills
  • High emotional intelligence to understand and manage your emotions and the emotions of others to maintain a connected, empathetic and professional work environment
  • Experience working with LGBTQOC communities
  • Ability to work independently on projects, from inception to completion, and work under pressure to meet multiple and competing deadlines 
  • Strong decision-making including the ability to exercise good judgment, aligned with Black Futures Lab’s culture and values, in a variety of situations
  • Tact to handle confidential/sensitive information and communications with care and discretion
  • Forward thinking, actively seeks opportunities and proposes solutions
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), G-Suite (Gmail, Google Docs, Drive, and Calendar), Zoom, Asana, Mailchimp, Adobe Acrobat, and social media platforms
  • Available during traditional work hours (9 am – 5 pm), across time zones
  • Strong ability to understand and prioritize requests for the Principal’s time and presence to ensure important requests are being addressed quickly
  • Commitment to respond to all requests on behalf of the Principal within 48 hours
  • Ability to work long hours, nights, and weekends, when needed, and availability via text and phone to problem solve urgent concerns, as they arise
  • Availability to travel up to 40% of the time


Black Futures Lab is an equal opportunity employer that does not discriminate on the basis of race, color, religion, national origin, age, size, sex, sexual orientation, marital status, disability, or any other characteristic protected by law. People of color, working class people, differently-abled people, formerly incarcerated people and LGBTQOC persons are encouraged to apply.







Benefits

Black Futures Lab offers comprehensive benefits including but not limited to medical, dental, vision, life insurance, employee assistance and other resources to support a centered, healthy quality of life for staff and their families.

Professional Level

Professional

Minimum Education Required

4-year degree

How To Apply

BFL@walkeraac.com
http://walkeraac.com

To apply, email a cover letter, resume and a list of three references in PDF format (one combined file preferred) by September 28, 2018 to: BFL@walkeraac.com.


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