Administrative Assistant to Executive Staff

ABOUT THE INNOCENCE PROJECT

The Innocence Project works to free the innocent, prevent wrongful convictions, and create fair, compassionate, and equitable systems of justice for everyone. Our work is guided by science and grounded in anti-racism. Since our inception, the Innocence Project has used DNA and other scientific advancements to prove wrongful conviction. To date, we have helped to free or exonerate more than 200 people who, collectively, spent more than 3,600 years behind bars. Our efforts have led to the passage of more than 200 transformative state laws and federal reforms. Today, the Innocence Project continues to fight for freedom, drive structural change, and advance the innocence movement. To learn more, please visit www.innocenceproject.org.

ABOUT THE POSITION

The Administrative Assistant to Executive Staff is responsible for providing administrative and logistical assistance to and will report to the Chief Program Officer (CPO) and the Chief of Staff (COS). The Administrative Assistant to Executive Staff will also work closely with the Executive Manager to support the Executive team. This position is a great opportunity for highly organized individuals who are excited about providing executive support, passionate about social justice, and who want to learn about criminal legal reform, and about how a non-profit organization operates at various levels.  

All Innocence Project employees must embrace, respect and value the rich diversity of perspectives and experience of a diverse and heterogeneous staff.  We recognize and appreciate that our work is better for having varied participants and thought partners.

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas.

While the Innocence Project has supported remote work throughout the COVID-19 pandemic, we are currently committed to a hybrid workplace with mandatory three days per week in-office. The number of required in-office days is subject to change. 

THE IDEAL CANDIDATE

The ideal candidate is detail oriented, proactive, independent, communicative and curious. They thrive in a fast paced environment and enjoy creative problem solving. 

ESSENTIAL JOB FUNCTIONS

ADMINISTRATIVE SUPPORT FOR THE CPO and COS:

• Assists the Executive Manager in coordination of the Executive Director’s office.
• Manages the CPO and COS’s calendars, including open office hours, and assists with prioritization based on an understanding of their needs.
• Continually looks for ways to improve infrastructure for handling schedule and competing tasks.
• Anticipates the CPO and COS’s needs and proactively brings together appropriate people and resources to support them in addressing issues.
• Maintains/updates department files.
• Answers calls and relays messages to CPO and CSO.
• Prepares and submits expense reimbursements for the CPO and the COS.
• Makes travel arrangements and itineraries for the CPO and the COS. 
• Keeps track of special occasions related to direct reports to the CPO and COS.
• Manages special projects such as IP’s notary registration process, staff flight coordination and IP’s CLE report creation and submission process. 

BACKUP ADMINISTRATIVE SUPPORT TO EXECUTIVE DIRECTOR:

• Provides coverage of key tasks when the Assistant to the Executive Director or the Executive Manager are unavailable.
• Assists with the preparation of materials for the Board of Directors.

MEETING SUPPORT:

• Schedules and coordinates meetings and conference calls, including preparing materials, ordering catering, setting up video conferencing, arranging travel, etc.
• Helps coordinate “brown bag” presentations. 
• Assists in tasks related to the Network Support Unit’s conference.
• Occasionally assists in tasks related to the programmatic departments. Provides logistical support for Board meetings throughout the calendar year.

OTHER OFFICE ADMINISTRATION DUTIES:

• Occasionally provides coverage to the office receptionist in coordination with other administrative assistants.

QUALIFICATIONS & EXPERIENCE

• High school diploma or equivalent, Bachelor's preferred or equivalent experience
• 2-3 years of relevant experience in an administrative role, with some of that time spent supporting Executive staff
• Excellent calendar management skills and experience, including the coordination of complex meetings with multiple people
• Experience scheduling and planning making travel arrangements and itineraries
• Ability to successfully manage multiple and varied tasks including prioritizing between competing demands
• Demonstrated skills with office systems such as Word, Excel, PowerPoint and, in particular, with Google Workspace
• Must be legally authorized to work in the U.S.

KEY COMPETENCIES + VALUES

• High level of proficiency in administrative work and office management 
• Excellent writing, organizational, and clerical skills 
• Ability to juggle multiple tasks in a high-pressured environment 
• Dependable, consistent worker, interested in feedback and self-improvement
• Ability to communicate effectively with high-level executives and program staff 
• Ability to problem solve and suggest creative solutions   
• Demonstrated ability to support processes and keep projects moving forward 
• Commitment to principles of Diversity, Equity, Inclusion and Anti-Racism
• Desire to work with people and in a team environment
• Must be able to work with groups of diverse individuals in respectful, equitable, and inclusive ways.
• Enthusiasm for the work of the Innocence Project and for social justice, including a demonstrated commitment to public interest
• Shares in the IP’s values of accountability, collaboration, empathy + compassion, equity, person-centeredness, quality focus, and self-awareness

COMPENSATION, BENEFITS & PERKS

The salary for this position is highly competitive and the Innocence Project offers an excellent benefits package, including fully-paid individual health, dental and vision insurance, Flexible Spending Account, 401k plan with 6% company-match, paid disability and family care leave, adoption and fertility expense reimbursements, and company-paid transportation benefits.

WORKFORCE DIVERSITY AND EQUAL OPPORTUNITY

The Innocence Project considers the diversity of its workforce to be vital to our organization’s success in meeting its mission.  We strongly encourage applicants from all cultures, races, educational backgrounds, life experiences, socio-economic classes, sexual orientations, age, gender, and physical abilities to apply. Individuals with personal connections to the criminal legal system are strongly encouraged to apply.

As an Equal Opportunity Employer, it is our policy not to discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, national origin, age, disability, familial status, marital status, predisposing genetic characteristics, actual or perceived domestic violence victim status, unemployment status, caregiver status, or any other category protected by law.

APPLICATION INSTRUCTIONS

To apply, please visit JazzHR. Upload a cover letter expressing your interest in the role and the organization’s work, and a resume titled with your name (last name. first name. cover letter/resume). Only applications with cover letters will be considered complete applications. Information submitted through this secure site is kept confidential. Due to the large volume of applications, we are unable to give applicant updates by phone or direct email. 

**Applications for this position will be considered on a rolling basis until the post is filled.** 

SALARY RANGE

$32 per hour ($66,500)

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