Job Title: Executive Assistant
Salary: $20,000 - $22,000
Benefits: medical, dental, sick days, holidays, vacation, flexible schedule
Type: Part-time, 16 hours per week, Monday - Thursday
Supervisor: Executive Co-director
To apply: Send cover letter and resume to execassist@greenamerica.org Applications will be accepted until the position is filled.
Green America is a nonprofit organization dedicated to creating a socially just and environmentally sustainable society by harnessing economic power for positive change. Our unique approach involves working with consumers, investors, and businesses to advance the green economy.
This position plays a crucial role in the organization by assisting the Executive Team (the President/CEO and the two Executive Co-directors). The Executive Team is responsible for managing the organization in coordination with department directors and the board of directors.
Responsibilities:
The primary responsibility is to assist the CEO/President and Executive Co-Directors in their duties. Tasks will vary from week to week and include the following:
- Travel: (when safe to do so). Book travel arrangements for the CEO/President, use loyalty programs and credit card points to save costs. Travel includes – Flights, buses, trains, hotels, rental cars, taxies and directions. Register CEO/President for needed conferences, submit and follow up on reimbursements requests for travel appearances where appropriate. Change travel arrangements when weather and schedule necessitate, working to get refunds and travel credit whenever possible. Work with the Development Department to schedule meetings with local donors well in advance of the trip.
- Expenses: Collect the CEO/President’s receipts and code them each month; process reimbursements as needed.
- Reports: Help the Executive Team with the development and finalization of board reports and Operating Plan reports. This includes collecting information from different departments and committees, doing report lay-out, and editing final drafts in Microsoft Word or Power point.
- Staff/Board Meetings: Schedule all-staff meetings and board meetings (virtual and physical, when in-person meetings are possible again); provide online access. Organize and coordinate logistics, including renting meeting rooms and planning meals as needed.
- Scheduling: Primary responsibility for managing and updating the CEO/President’s schedule. Work with external individuals (and their executive assistants) to schedule appointments for the CEO/President. This includes keeping track of the CEO/President’s external board, travel, and personal commitments and getting the appointments on the calendar, noting time zone differences.
- Executive Communications: Answer questions about the CEO/President’s calendar and availability. Follow-up on correspondence. Rapidly flag any key issues to the executive team. Maintain CEO-related documents.
- Development: Work with the Development Team to schedule meetings between the CEO/President and major donors accordingly.
- Board: Serve as a board liaison. Work with the CEO/President and the Executive Co-directors to schedule and organize board meetings, organize board documents, prepare for all meetings, including renting space and catering as needed. Collect conflict of interest statements annually. Keep Board of Directors Contact Sheet updated. Submit reimbursement requests for board member travel expenses. Answer questions from board members.
- New Hires: Create and manage job postings for all new positions. Research job announcement platforms to ensure openings are seen by diverse applicants. Upon hiring, remove job postings. Add or remove staff credit cards as needed.
- Staff Anniversaries, Special Acknowledgements: Using online platforms, create digital acknowledgements to express thanks, or other messages as needed.
- Organizational Culture: Organize events for interns and help coordinate staff "fun" days.
- Administrative Support as Needed: Provide administrative support as needed and as approved by the executive team.
- Special Projects: Support special projects as approved by the executive team.
Responsibilities of all Green America Staff
- Participate in general staff meetings, the annual Operating Plan & Budget process.
- Serve on special teams or committees as time permits.
- Other duties as time permits.
Qualifications:
- Sound judgment and diplomatic manner and communication style
- Excellent speaking and writing skills
- Highly organized and able to keep priorities on track and meet deadlines; ability to multi-task
- Strong attention to detail
- Mastery of Microsoft office suite with experience creating presentations, spreadsheets, and professional documents
- Excellent people skills and a cooperative and collaborative mindset
- Experience with nonprofit organization a plus
- Must be able to work both collaboratively and independently
- Must be a problem solver with a strong sense of initiative and personal responsibility
Green America is an equal opportunity employer. All qualified applicants will receive consideration for employment without discrimination regarding: actual or perceived race, color, religion, national origin, sex (including pregnancy, childbirth, related medical conditions, breastfeeding, or reproductive health disorders), age (18 years of age or older), marital status (including domestic partnership and parenthood), personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, disability, matriculation, political affiliation, citizenship status, credit information or any other characteristic protected by federal, state or local laws. Harassment on the basis of a protected characteristic is included as a form of discrimination and is strictly prohibited.
