Experienced Executive Assistant-Senior Executive Administrative Manager

THE CHISHOLM LEGACY PROJECT SUMMARY:

The mission of the Chisholm Legacy Project is rooted in the Just Transition Framework. The project serves as a vehicle to connect Black communities on the frontlines of climate justice with resources to traverse the path from vision to strategy to action plan to implementation to transformation. In support of frontline leadership, the project seeks to link movements and mainstream entities with the tools necessary to advance systems change centered in equity and justice. With Black women on the frontlines of advancing systems change, this project ensures that these leaders have the support they need as they transform society from extractivism to a living economy that cares for sacred relationships between people and with Mother Earth, through regenerative, cooperative, democratic systems.

SUMMARY OF the POSITION:

The organization seeks a Senior Administrative Manager to serve as a confidential secretary to the Executive Director with a commitment to supporting Black Liberation and a willingness to be on a learning journey joining an institution that is grounded in Black Liberation, Climate Justice, and Just Transition. The central focus of the Senior Administrative Manager is to ensure that the Executive Director is always organized, prepared, and optimally supported to achieve the robust portfolio for which she is responsible. This role will also be the liaison between the ED internally and externally, ensuring that all with whom we interact with feel valued by the office of the Executive Director and knows that our goal is to be of optimal service to those with whom we collaborate.

The Chisholm Legacy Project Senior Administrative Manager will receive support and oversight from the Executive Director and will work in partnership with the Executive Team Project Managers to manage the ED’s portfolio to expand the capacity of the executive team.

ROLE AND RESPONSIBILITIES:

Task and Action Item Management

• Develop and maintain a master dashboard of incoming and outgoing requests and action items for which the Executive Team is responsible.
• Field and respond to requests, ensuring all tasks are tracked until documented completion.

Calendar and Meeting Management

• Manage the Executive Director’s (ED) calendar, including scheduling, securing space/Zoom, sending notifications and reminders to participants, and taking minutes/notes.
• Disseminate meeting minutes to participants and ensure all materials, equipment, and technical support are prepared for meetings.
• Document, track, and follow up on deliverables and action items arising from meetings.
• Ensure the calendar includes meeting locations with specificity, transport/parking needs, and presentation/participation expectations.

Information and Correspondence Management

• Maintain a directory of all key information for the ED’s attention and easy reference.
• Assist in managing the ED’s inbox and correspondence.
• Take dictation for drafting memos and emails.

Supervision Support

• Manage the mechanics of supervision for direct reports, including scheduling weekly meetings and ensuring timesheets and time-off requests are submitted and approved.

Financial and Travel Coordination

• Prepare travel and per diem request paperwork.
• Prepare and submit monthly expense reports.
• Prepare and submit reimbursement and disbursement requests.
• Track and follow up on payments due, internally with the fiscal sponsor and externally with speaking engagements.

Documentation and Reporting

• Maintain documentation and reporting on the ED’s activities and projects.
• Ensure the development and maintenance of the ED’s picture and video library.

Contact Management

• Maintain updated ED Outlook contacts and other contact lists.

Additional Responsibilities

• Other duties as assigned.

QUALIFICATIONS

The ideal candidate for this position will possess many, if not all, of the following qualifications and competencies:

• STRONG ability to work very closely on a daily basis with the Executive Director to ensure she is prepared for each engagement, whether it’s a meeting or a speaking engagement.
• Experience working closely with extremely busy senior leadership to support in the successful execution of their duties and commitments.
• High level of comfort with Microsoft Office Suite – particularly Excel & PowerPoint
• Strong troubleshooting/problem solving skills
• Strong administrative, communication and organization skills
• Exceptional writing skills
• Exceptional attention to detail
• Excellent tact and people skills
• Significant ability to prioritize tasks
• Exemplary time management skills
• Highly motived self-starter
• A passion for advocating for the creation of progressive policies and programs as well as the elimination of social policies and practices that lead to racial and ethnic disparities
• Ability to travel on request.

POSITION TERMS

• This position is exempt and expected to work a 40-hour work week
• This position will receive a 90-day (about 3 months) performance review.
• Ability to travel upon request; in addition to traveling to in-person meetings for the organization including but not limited to 2 to 3 staff retreats a year.
• Position will be required to engage with a TCLP community once a quarter

The Chisholm Legacy Project is an Equal Opportunity employer and does not discriminate in hiring, employment, and personnel practices on the basis of race, sex, age, disability, religion, national origin or any other basis prohibited by applicable law.

The Chisholm legacy Project offers Medical, vision, dental, 401k, and FSA, to all full time and eligible part time employees. In addition to health benefits, we offer 13 paid holidays, Vacation & Sick time, wellness days, and 2 floating holidays. Our benefits offering reflect our values and keeps employees and their families in mind.