Administrative Project Manager

Position Title: Administrative Project Manager

Tier / Category: Tier 4 / Manager

Reports to: Assistant Director

Employment Status: Full Time

FLSA: Non-exempt

Location: Remote

NLRA: Confidential Position, excluded from Bargaining Unit

Showing Up for Racial Justice (SURJ) is a national organization that brings white people into fights for racial and economic justice. We work to undermine the power of the Far Right and build the white flank of multiracial majorities fighting for the things all communities need. We organize white people by engaging their shared interest-- what they stand to gain by joining alongside people of color. We do this through 150+ local chapters across the US and Canada, a National Membership base, and local base building projects in the South.

POSITION SUMMARY: SURJ is seeking an experienced, reliable and detail-oriented Administrative Project Manager (APM) to support SURJ’s Assistant Director and Managing Director. This person will support the Directors as they guide the organization through a time of rapid-paced work and extensive growth. This will be a sibling position to the Administrative Project Manager who supports the Executive Director.

A successful person in this role will become a trusted extension of the Assistant Director and Managing Director in many ways, providing real-time support and proactively anticipating their organizational needs. They will be highly organized, a strong communicator, and the “calm in a storm”.

The APM organizes and coordinates the Assistant Director and Managing Directors’ meeting schedules, facilitates workflow and tasks lists, manages travel plans, and carries out other administrative support responsibilities. While some Executive Administrative roles are structured for asynchronous work and flexible response time, this person will be responsible for managing priorities that shift several times per week, requiring a successful person in this role to respond in real time with and on behalf of the Directors. The ideal individual will be an expert at helping the Assistant and Managing Directors sift through the noise of competing demands to ensure the most pressing and important tasks are prioritized and completed. Required skills include the ability to exercise good judgment, clear and assertive verbal communication, superior organizational skills, and the ability to balance multiple priorities in a fast-paced environment. The APM will have the ability to work independently on projects, from conception to completion, negotiating and managing expectations, and must be able to work under pressure at times to handle a wide variety of activities.

This position will report to the SURJ Managing Director.

PRIMARY RESPONSIBILITIES — Essential duties and responsibilities may include, but are not limited to the following:

1. Scheduling - Managing all aspects of the Assistant Director’s and Managing Director’s calendars, including:
   • Coordinating and scheduling zoom meetings with a wide variety of individuals and groups, including SURJ staff, SURJ teams, external movement partners, and others.
   • Scheduling, organizing and protecting priority work blocks and tasks.
   • Close coordination around priorities and pushing back appropriately as needed.
   • Maintaining space between meetings as needed.
   • Primary point of contact for all scheduling requests for the Directors. Responding to all requests for time with the Directors rapidly, within the same day.
   • Acts on knowledge of Directors’ priorities to balance all requests for the Directors’ time, including with staff, SURJ partners and others.
2. Administrative, Communications, Organizational Support:
   • Support various SURJ staff leadership cohorts by scheduling meetings, drafting and disseminating agendas, attending meetings to take notes and stay apprised of strategies and projects, and coordinating follow-up.
   • Request, prepare and draft briefing materials for critical internal and external meetings that the Directors are responsible for, including agendas.
   • Attend various meetings alongside the Directors to take notes, capture next steps, clarify and incorporate changes to idea documents, and work any next steps into Directors’ workflows.
   • Manage the Directors’ email accounts, including prioritizing, tracking, drafting and at times, sending responses directly.
   • Maintain strict confidentiality of all emails, meetings, and document contents.
   • Fill out the Directors’ timesheets each week to reflect time spent across 501c3, 501c4, and PAC activity.
   • Ensure the Assistant Director is fully prepared for all travel, registering the Assistant Director for events, and confirming any in-person meetings.
   • Track and input all receipts from travel or other expenses within deadlines set by Finance.
   • Write first draft of internal documents as needed.

This person will also undertake any other duties or projects that may be reasonably required, and deal with matters arising in a timely and effective manner.

QUALIFICATIONS

• Minimum of 5 years as an Executive Assistant or equivalent years work-related experience supporting Executives, preferably in a non-profit organization.
• Google Suite proficiency and experience with data tracking required. Familiarity with EveryAction a bonus.
• Advanced understanding of organizational leadership norms and experience with project management.
• Basic understanding of organizing / base-building work preferred.

Skills and Abilities

• Strong ability to complete complex tasks and projects quickly with limited guidance.
• The ability to prioritize work and to balance several work streams at a time.
• Demonstrated experience proactively managing a complex and dynamic schedule.
• Experience managing complex projects with many moving pieces including personnel and budgets.
• Excellent verbal communication and writing skills, including proofreading and copy-editing.
• The ability to build trust and work with a wide range of individuals and personalities, and to establish and maintain effective working relationships.
• Experience working with people across a wide range of differences, especially lines of race and class.
• Ability to look ahead and anticipate needs.
• Must love data management and demonstrate a command of google docs and spreadsheets.
• Extremely detail oriented.
• Feels at ease and comfortable amidst rapidly changing priorities and pivots.
• The ability to learn new technologies quickly.
• Ability to handle confidential and/or sensitive organizational and personal information with tact and diplomacy.
• Excellent judgment, with the ability to react with appropriate urgency and take effective action even without having the full picture.
• Experience working remotely or comfortable working with a distributed team.
• Ability to make grounded assessments of how long tasks will take.
• Ability to work with only broad instruction from supervisor.
• Has some experience supervising or overseeing others.