Executive Assistant

Location: San Francisco Bay Area, commutable distance to Oakland

Reports to: Executive Director and Associate Director 

ABOUT THE PRAXIS PROJECT

The Praxis Project is a values-driven, national nonprofit organization that seeks to improve health justice through partnerships to that build community power and increase authentic collaboration and engagement. Praxis believes strongly that organized communities are critical partners in the struggle to create healthy communities. Praxis works with over 200 diverse grassroots groups across the United States that influence local policy, mobilize communities, and strengthen programs and organizations to improve health, justice, and racial equity. Praxis works to enable local efforts to build community power through training, technical assistance, and capacity building services, as well as comprehensive fiscal sponsorship. Our capacity-building programming is focused on partnerships that actively advance Praxis’ mission to build healthy communities by transforming the power relationships and structures that affect our lives. For more information, please visit www.thepraxisproject.org.

The work environment at The Praxis Project is faced-paced, creative, and fun, and our team is hardworking and extremely passionate about our mission. We aim to define the new “best practices” of operational excellence for justice and equity, and to be a place where people love to work. Join us! 

POSITION SUMMARY

The Executive Assistant (EA) is responsible for Praxis’ day-to-day administrative functions including executive support for both the Executive Director (ED) and the Associate Director (AD), mail and facilities, data entry, board support, and meeting and event coordination including scheduling, planning, working with event vendors, taking minutes, and on-site logistics. Praxis seeks an experienced and committed administrative professional for this role. Some overnight travel is required.

The EA position is based in Praxis’ Oakland office in the vibrant Fruitvale neighborhood, walking distance from Fruitvale BART station. The EA can work a combination of in-office and remote (work from home) hours. The EA should expect to work a minimum of three full days per week from the office.

This is a full-time (40 hours per week), benefits eligible, exempt position. The EA works five days per week and some schedule flexibility during the day available with advance coordination with the ED and AD.

The salary range for this position is $70,000-$75,000 per year and the final salary will be based on experience, qualifications, and local cost of living. We use Nonprofit Compensation Associates compensation survey data for the San Francisco Bay Area and Bureau of Labor Statistics and other reputable indices to adjust for cost of living. Praxis provides regular cost-of-living pay changes and substantial employee benefits beyond salary, taking a holistic approach to setting compensation.

Praxis works overwhelmingly with communities of color and constituent-led organizations. Candidates whose lived experiences reflect those of the partners we work with are strongly encouraged to apply.

DUTIES AND RESPONSIBILITIES

General administration and office operations 

• Point of contact for Praxis’ office in Oakland, maintains physical inventory in the office space, and liaises with the landlord and property manager as appropriate.
• Checks and distributes mail and packages and monitors central voicemail and email inboxes, triaging and responding to general inquiries. 
• Maintains electronic and paper records and ensures filing is accurate and up-to-date in all Praxis systems. 
• Obtains signature approvals as instructed. 
• Maintains and updates written documentation relating to policies, procedures, workflows, etc. 
• Onboards and orients new Praxis staff and interns to the Oakland office. 
• Initiates building maintenance work orders and coordinates day-to-day office space needs and administrative questions with property management. 
• Takes detailed notes during staff meetings and retreats, and inputs and monitors action items using project management software.

Executive support 

• Schedules and coordinates meetings and calls for ED and AD, takes detailed notes, and inputs and monitors action items using project management software.
• Monitors ED’s and AD’s email inboxes and voicemail, flagging items for their attention and tracking requests for review, approval, or signature.
• Schedules and coordinates board meetings and board committee calls, takes minutes, and coordinates follow-up on action items from the meetings.
• Books travel and accommodations and coordinates travel meetings and arrangements for ED, AD, and board members.  
• Supports ED and AD with monthly business expense reconciliation. 
• Performs occasional proofreading and copy-editing. 
• Drafts contracts, invoices, and other documents as instructed by AD, using forms and templates. 
• Completes data entry, compiles information, and executes ad hoc research projects as requested.

Meeting and event coordination  

• Coordinates event and meeting purchasing including catering, coffee service, venue rental, etc. 
• Provides comprehensive administrative support and takes notes and minutes at internal meetings including board meetings and board committee calls. 
• Provides on-site administrative support for external meetings and events as assigned. 
• Provides support for external and coalition calls including notetaking as assigned. 
• Other duties as assigned by both the Executive Director and Associate Director.

General roles 

• Fosters an environment that promotes trust and cooperation among partners and staff. 
• Understands Praxis’ mission, values and principles and applies them in work responsibilities. 
• Works collaboratively with administrative and programmatic staff and external partners to achieve overall Praxis goals. 

REQUIRED EXPERIENCE 

• Minimum five years’ administrative support experience, preferably in a nonprofit setting. 

QUALIFICATIONS

Required Qualifications: Skills, knowledge, and abilities

• Fluency with Google Workspace applications.
• Knowledge of Excel for data tracking and reporting.
• Experience using cloud-based file management software.
• Experience supporting executive staff with corporate credit card reconciliation.
• Enthusiasm and aptitude for learning and adopting new technology.
• Experience and interest in event coordination and production, including travel and vendor coordination.
• Demonstrated ability to keep confidential and sensitive information in the highest confidence.
• High degree of professional integrity and dedication to ethical work practices.
• Excellent, culturally competent communication skills.
• Strong skills in conflict mediation and de-escalation.
• Superior organization and time management skills with ability to manage and prioritize own workload.
• Exceptional customer service and diplomacy skills.
• Precise attention to detail.
• Comfortable and capable of working with constant change and on multiple projects simultaneously.
• Ability to remain calm and composed under pressure, and to communicate courteously and professionally during tense situations.
• Ability to work well with and to support two executive staff members simultaneously.
• High degree of emotional intelligence, curiosity, and openness.
• Deep commitment to Praxis’ mission and approach.

Desired qualifications: skills, knowledge, and abilities

• Spanish language ability (oral and written) and experience with Spanish-English interpretation and translation.
• Experience with project management software, particularly Asana.
• Experience with business expense reconciliation or other financial management software.

MENTAL AND PHYSICAL DEMANDS

• Fast-paced work environment.
• High level of concentration and attention to detail required.
• Time speaking and listening: (range 25–50%).
• Lifting up to 25 pounds, standing, reaching, and twisting are required.
• Occasional travel (about one trip per quarter) including overnight travel is required.
• Occasional evening and weekend hours are required.
• Praxis currently works remotely both as an internal team and with our partners based across the United States. Leading and participating in remote video and telephone conferences is required.
• Valid driver’s license, clean driving record, and insurance is required for employees driving on Praxis business; driving record checks may be required as well.
• Due to the in-person nature of this role, up-to-date vaccination against COVID-19 (including all recommended and available booster shots) is required.

EQUAL OPPORTUNITY EMPLOYER

The Praxis Project is an Equal Opportunity Employer and does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV, AIDS, and AIDS-related conditions, medical condition (including cancer and genetic characteristics), genetic information, age, marital status, sexual orientation, military and veteran status, or any other characteristic protected by federal, state or local law.

The Praxis Project will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on Praxis operations. Please advise of any accommodation needed at the time of application.

REQUIRED TRAINING

Praxis is committed to fostering a safe and welcoming work environment. All Praxis employees are required to complete training on preventing harassment and discrimination, managing bias, and creating an inclusive workplace on an at least annual basis.

BENEFITS

Praxis offers a very competitive full-time benefits package including employer-sponsored health, dental, and vision insurance, paid sick leave, paid vacation (15 days in year one of employment), 15+ paid holidays per year, flexible spending accounts, 401k retirement plan with 6% employer match (immediately vested), reimbursement for cell phone and wireless internet usage as well as wellness costs, regular cost-of-living pay adjustments, and more.

HOW TO APPLY

Please submit your resume and cover letter in a single pdf attachment by filling out the Praxis EA Application Form Please let us know how you learned about this opportunity. Applications that do not include a cover letter explaining your interest in and fit for the position will not be considered. Please apply by May 8, 2022. This position is open until filled. Kindly do not call us or otherwise follow up on the status of your application. We lack the capacity to correspond with individual applicants. Thank you!