Executive Assistant to the Vice President and Associate Vice President of Development

Development Administration San Francisco, California


Earthjustice is the premier nonprofit environmental law organization.  We take on the biggest, most precedent-setting cases across the country.  We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change.  We partner with thousands of groups, supporters, individuals and communities to engage the critical environmental issues of our time, and bring about positive change. We are here because the earth needs a good lawyer.

Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections.  We achieve this by hiring people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Tallahassee, Miami, Honolulu, New York, Philadelphia, Denver, Seattle, Chicago, Bozeman, and Washington, DC.

This position will be based in San Francisco, CA.

The position provides a broad range of executive administrative support to the Vice President of Development (VP) and Associate Vice President of Development (AVP) through communications, facilitation of workflow, schedule management, and meeting planning.

The primary responsibilities of this role are to act as a seamless extension of the VP and AVP by providing effective support to the entire Development Department.  In addition to the administrative tasks, this position will also manage information flow between department at headquarters and with regional offices, prepare a variety of complex documents and reports, track program information, manage projects as they arise, and other duties as assigned.  

Responsibilities: 

Executive Administration (75%)

  • Coordinate, schedule and create agendas for monthly Development staff, bi-weekly Directors, and other meetings and retreats.
  • Draft, proofread and copyedit donor and board correspondence, reports, and proposals for the VP and AVP.
  • Assist with maintenance and tracking of VP portfolio.
  • Make travel arrangements for VP and AVP, and prepare expense reports after travel.
  • Maintain Development Department Staff contact, titles, and other department information.
  • Work with the Board Liaison to assist in Board meeting preparation and administration.
  • Serve as point of contact for scheduling meetings and video/conference calls with people both internally and externally for VP, AVP and development team as a whole.
  • Partner with the Finance department to manage reconciliation of VP’s credit card on a monthly basis.
  • Manage Development department/AVP’s credit card and reconcile monthly statements for finance.
  • Provide support for VP, AVP and Development Director meetings including scheduling, agendas, minutes, and tracking of follow-up assignments.
  • Provide support for VP and AVP to ensure transparency of Development Director meetings by posting approved minutes on the internal development site.
  • Maintain annual calendar of task for Development Director and development team meetings and tasks.
  • Provide support for VP and AVP to ensure clear and regular communications within the Development Department and among teams.
  • Provide tracking support for department budgets and funds, such as training funds and professional services budgets.
  • Support management of contracts and service agreements, and coordinate services with all outside vendors or facilitators brought on for department work.
  • Participate in a committee of Executive and Program Assistants.
  • Assist in providing coverage for other Executive Assistants as needed.
  • Assist Major Gifts officers and administrative staff with correspondence, mailings, and data maintenance within the database as needed.
  • Assist the events team with research and logistics as requested.
  • Assist other teams within the Development Department with tasks and projects as needed.
  • Other duties as assigned. 

Project Management (25%)

  • Plan and organize logistics for development staff outings, trainings, retreats, and group activities.
  • This includes heading the planning committee for the out of state department-wide retreat.
  • Compile, write and edit the monthly development newsletter, highlighting events from the team in order to increase transparency and foster a culture of philanthropy within the organization as a whole.
Qualifications:  
  • Bachelor’s degree or Associate’s Degree with equivalent practical experience.
  • A minimum of five years’ experience in development (fundraising) or an executive setting preferred.
  • Demonstrated experience providing administrative support for senior staff and maintaining confidentiality is a must.
  • Experience collaborating in a team or group culture that produces collective rather than individual products is highly preferred.
  • Experience working in a nonprofit development setting desired.
  • Excellent interpersonal skills and good judgment about people and situations.
  • Exemplary organizational skills, including ability to handle multiple tasks, meet deadlines, and prioritize assignments.
  • Superior communication skills, including demonstrated experience writing effective correspondence, reports, proposal and other print collateral.
  • Meticulous attention to detail including excellent proofreading and copy-editing skills.
  • Professional attitude in maintaining confidentiality of management-level decisions, decision-making processes, and privacy of high-level donor information and concerns.
  • Professional, positive, and approachable attitude. Ability to work and communicate with a diverse group of people, including Board members, donors, volunteers, the public and staff.
  • In-depth proficiency with Word, Excel, PowerPoint, Outlook and Adobe Reader and Acrobat. Useful but not essential—working knowledge of Access, HTML, website design, desktop publishing and project management software.
  • Database management skills required with ability to produce reports and to use advanced functions, including sophisticated knowledge of the Internet. Strong working knowledge of a constituent relationship management (CRM) system or donor database such as the Raiser’s Edge is highly preferred. Experience with PowerPoint Adobe Photoshop, or other desktop publishing programs desirable.
  • Ability to use discretion and diplomacy in dealing with donors, Board members, and colleagues.
  • Background and/or interest in environmental issues preferred.
  • Ability to develop, implement and track budgets.
  • Ability to organize, prioritize and manage multiple tasks, sometimes under time pressure and facing unexpected challenges, with excellent results.
  • Focus and attention to detail, including the management of complex information.
  • Ability to take change in stride, overcome obstacles and adapt to unforeseen conditions; successful at on-the-fly adaptation when needed.
  • Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
  • Contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences.

We offer a competitive salary and excellent benefits that are comprehensive and competitive. We also offer an extremely congenial work environment and a casual dress code. 

Application Procedure: Interested candidates should submit a resume and cover letter explaining their interest in Earthjustice via the Jobvite system.

Please reach out to jobs@earthjustice.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies.

Earthjustice is driven by a passion for justice, partnership and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information or any other factor that is not related to the position.

For positions located within the City and County of San Francisco:  Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment-qualified applicants with arrest and conviction records.

For positions located within the City of Los Angeles:  We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.