Are you a scheduling guru? Can you make time expand and bend to your need? Have you perfected the art of executive correspondence? Are you looking to join the fight for racial and economic justice? The Center on Policy Initiatives seeks a dynamic, passionate, and experienced Executive Assistant to support the Executive Director in our fast-paced, value-based, collaborative environment.
Founded in 1997, the Center on Policy Initiatives has been at the forefront of the economic justice movement in San Diego. CPI works to increase access to good jobs and to improve conditions for low-wage workers and their families. The organization envisions local government as an effective champion for the common good, and works to enable residents of all communities to have an informed and powerful voice in decisions affecting their quality of life.
CPI’s Executive Assistant is responsible for enhancing the organization’s effectiveness by primarily providing support to the Executive Director and doing so occasionally for other members of the management team. This position requires the ability to balance initiative and collaboration. The Executive Assistant advances CPI’s ability to build power by scheduling meetings, drafting correspondence and reports, ensuring timely response to executive inquiries, and representing the executives to others.
Managing Correspondence & Scheduling
- Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, video conferences, and travel.
- Conserves executive’s time by reading, researching, and routing correspondence; drafting e-mails, letters and documents; collecting and analyzing information; initiating telephone communications.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Welcomes guests by greeting them, in person or on the telephone and answers or redirects inquiries.
- Maintains an organizational master calendar of events (internal and external), benchmarks, and deadlines.
Facilitating Recordkeeping & Meeting Logistics
- Documents internal planning and decision-making process by maintaining files, recording meeting discussions and preserving planning notes.
- Updates the organization’s donor database; adheres to donor stewardship plans; assists in maintaining prospecting documentation and materials.
- Coordinates Board, All-Staff, Advisory Board, and Staff/Board meetings and retreats; ensures conference room equipment and supplies are stocked, maintained, and available for use.
- Presents pre-meeting briefs and documents post-meeting debriefs, collecting and organizing necessary documents and information, and creating issue and/or individual dossiers.
- Maintains executives’ expense and travel reports.
Assisting in Team Building and Organizational Effectiveness
- Coordinates and completes projects by working collaboratively with other teams, harmonizing the flow of information between program staff, executives, board members, and partners.
- Manages the work plans of executives; identifying stress points and balancing executives’ time management and capacity for efficiency and effectiveness.
- Drives staff morale by creating a welcoming and comfortable work environment.
- Other duties as assigned
Applicants must demonstrate (through their cover letter or work experience) a commitment to racial and economic justice and the labor movement. Also needed: willingness to work occasional long hours and weekends when necessary.
- Three (3) to Five (5) years of experience supporting and working with an Executive Director or other executive level staff including significant experience working with a Board of Directors or comparable experience.
- Strong communication skills including excellent command of the English language, both written and verbal, and the ability to interact positively with all levels within the organization including board members, donors, community partners, and peers.
- Advanced proficiency and experience with Microsoft Word, PowerPoint, Outlook, and Excel.
- Excellent organizational skills with the ability to think and act proactively, manage ambiguity, and evaluate their own work priorities as well as those of the Executive level staff they support.
- Experience exercising discretion and confidentiality with sensitive information.
- Demonstrated abilities to operate calmly and effectively within a fast-paced and rapidly changing campaign environment.
- Prior experience with project coordination, travel planning, and event logistics.
- A can-do “make it happen” attitude and the ability to resolve challenges as they arise.
- Demonstrated ability to be flexible.
- Sense of humor and ability to have fun!
- Reliable transportation to and from local meetings and other official business.
- Must be available to work during the Executive Director’s office hours.
- Bi-lingual in English and Spanish – advanced fluency.
- Previous experience supporting fundraising and development activities.
- Previous experience in a Non-Profit, Political, or Governmental setting.
- Previous experience working with multiple executives and/or directors, simultaneously, in a comparable role.
- Knowledge of CRM’s, donor databases, and fund raising software applications (specifically NPG-VAN, EveryAction, or similar).
Salary and Benefits: CPI’s salary and benefit standards are competitive and reflect our commitment to economic justice and equal pay for equal work. The salary range for this position is between $50,750 and $56,721 per year. We offer a full benefits package including employer-paid health, vision, and dental insurance, 401(k) retirement plan with employer contribution, and a generous paid time-off program including paid sick, vacation, and holidays.
Application Process: Interested candidates should submit their resume, cover letter, and three references to firstname.lastname@example.org, with the subject line “Executive Assistant – ‘(your First and Last name)’”. Applications will be reviewed on a rolling basis, until the position is filled. Position available immediately.
As part of our selection process, we require an in-person interview at our offices in San Diego. Travel assistance for in-person interviews is not available.
All positions are located at our offices in San Diego, unless otherwise noted. Given the high volume of applications we receive; it is not possible for us to contact all candidates. We are also unable to accept calls or direct e-mails regarding the status of applications.
The Center on Policy Initiatives respects, values and celebrates the unique attributes, characteristics and perspectives that make each person who they are. We believe our strength lies in the broad range of people and partners we work with and represent. Inclusion is a driver of our institutional excellence and we seek out the participation of women, people of color, persons with disabilities, lesbian, gay, bisexual, transgender and queer employees, board members, and volunteers.