Posted 2 weeks ago
Only considering candidates eligible to work in Los Angeles + 4 more, USA ⚠️
Job Type
Full-time
Description
Employment Type: Full-Time/Salary Non-Exempt
Wage: Hourly wage of 26.44 to 31.25 (annual salary of $55,000 to $65,000) base pay
Department: Administration
Reports To: Deputy Director of Administration & HR
Position Location: Bay Area, Los Angeles, Sacramento, Fresno, Riverside
Work Schedule: Four Day Work Week: Two (2) days in office, two (2) days remote. However, there
may be certain circumstances, like pressing deadlines or peak business periods,
where it becomes necessary for the organization to temporarily switch to a five-day
work week.
California Environmental Voters (EnviroVoters), and EnviroVoters Education Fund (Ed Fund), are excited
to launch a search for an Administrative Assistant to join our dynamic, fun, and high-performing team!
WHO WE ARE
We believe this moment requires transformative change.
The climate crisis is here. And Black, Indigenous and people of color have been bearing the burden of our pollution-based economy for generations. We have the solutions to stop climate change, but we lack the political will to do it at the rate and scale that’s needed.
EnviroVoters is building the political power to solve the climate crisis, advance justice, and create a global roadmap for action. To protect our water, land, air, and our most vulnerable communities, we organize voters, elect and train candidates, and hold lawmakers accountable for bold policy change.
We won’t stop until we have resilient, healthy, thriving communities, with a democracy and economy that are just and sustainable for all.
RESPONSIBILITIES
Reporting to the Deputy Director of Administration & HR, the Administrative Assistant performs a wide range
of administrative and office support activities for the Senior Leadership Team, and Human Resources to
facilitate the efficient operation of EnviroVoters and the Ed Fund. This role requires exceptional attention to
detail, organizational skills, and the ability to manage multiple tasks efficiently and professionally.
- Calendar Management: Schedule and coordinate complex calendars for the Senior Leadership Team, ensuring meetings and appointments align with organizational priorities.
- Credit Card Management: Maintain an online credit card request form, transfer submissions into a credit card tracking spreadsheet, ensure proper coding and documentation for all charges, and manage the receipt collection process. This includes requesting receipts from colleagues' organization-wide and reconciling recurring charges.
- Contract Preparation: Oversee the contract preparation process, including drafting contracts, obtaining necessary approvals and signatures, sending executed contracts, and maintaining an organized filing system for all contract documents.
- Expense and Reimbursement Processing: Prepare reimbursements for the Senior Leadership Team, ensuring accuracy and adherence to organizational policies.
- Timesheet Support: Collect bi-weekly timesheets and signatures in DocuSign, send out initial and second timesheet reminder email, file into digital files from DocuSign and rename the files, keep accounting and HR informed when new timesheets are in.
- Handle office tasks, such as filing, generating reports and presentations, setting up meetings, event logistics, scheduling conference calls and virtual meetings.
- Schedule and coordinate travel arrangements for leadership and staff.
- Prepare agendas for meetings.
- Maintain and order office supply inventories.
- Receive/collect invoices and receipts, review for accuracy, prepare and process for payment.
- Coordinate maintenance of office equipment.
- Generate reports, review contracts, create presentations, and conduct research.
- Greet and assist visitors.
- Maintain polite and professional communication via phone, e-mail, and mail.
- General clerical duties, including photocopying, scanning, and mailing.
- Maintain electronic and hard copy filing system.
- Resolve administrative problems and inquiries.
- Prepare written responses to routine inquiries.
- Prepare and edit documents including correspondence, reports, drafts, memos and emails.
MUST HAVES
- Proficient computer and software skills, including Microsoft 365/Teams, OneDrive, Word, Excel, PowerPoint, Outlook, and data management.
- Comfortable working in a fast-paced environment.
- High degree of attention to detail and problem-solving skills.
- Data entry experience.
- Proven strong administrative assistant experience.
- Excellent time management skills and ability to multitask and prioritize work.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- Ability to anticipate the needs of others to ensure a seamless and positive experience.
- Excellent time management skills and ability to multitask and prioritize work.? Knowledge of Diversity, Equity and Inclusion (DEI).
- Ability to engage with diverse staff and leadership to promote collaboration between departments and levels of leadership.
NICE TO HAVE
- Project Management Skills: Experience in managing small projects or coordinating events.
- Knowledge of Office Equipment: Familiarity with office equipment like printers and scanners.
- Customer Service Skills: Experience in customer service roles, enhancing the ability to interact positively with external partners and colleagues.
- Basic Accounting Skills: Understanding of basic accounting principles for handling invoices and budgets.
- Knowledge of office management systems and procedures.
WHAT ELSE YOU SHOULD KNOW
This is an outstanding opportunity for a highly motivated professional to assume a pivotal role in this highly respected organization. California Environmental Voters offers competitive salaries and a generous benefits package, including a 4-Day Work Week (4DWW) policy, 12 days of PTO (3 weeks equivalent given the 4DWW) and 12 Federal and State holidays, plus a paid week off at the end of the year, 5 days of bereavement leave, health and dental benefits, section 125 plan, a 401(k)-retirement program with up to 3% employer match; flexible spending account (FSA) for health care expenses; subsidized commuter program; and optional life insurance.
HOW TO APPLY
Apply through our career's portal, which you can access here. Please note that a cover letter and resume must be provided for consideration and that applications are reviewed on a rolling basis. We look forward to receiving your application and learning more about you! Thank you for your interest in EnviroVoters!
EnviroVoters and EnviroVoters Ed Fund has a deep commitment to equity and fostering a culture of inclusion. EnviroVoters invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our organization.
As part of this commitment, we will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process and to perform essential job functions, please contact [email protected].
We are an equal opportunity employer and do not discriminate in hiring or employment based on race, color, religion, national origin, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. We offer competitive salaries, generous benefits, and a pleasant working environment. Salary is based on a nonprofit scale and commensurate with experience.
Salary Description
$26.44 - $31.25