Executive Assistant to the Vice President and Chief of Organizing

Location: East coast; New York, NY or Atlanta, GA preferred; remote telecommute optional
Reports to: Vice President, ASJ and Chief of Organizing
Division: Executive Management
Start Date: ASAP – position open until filled
Position type: Full-time, exempt

Organizational Background
Founded in 2016, Alliance for Safety and Justice (ASJ) is a multi-state organization that aims to win new safety priorities in large incarceration states across the country. At a time of immense opportunity, ASJ partners with leaders and advocates to advance state criminal justice reform through policy advocacy, coalition building, research, education, and strategic communications. ASJ also brings together diverse crime survivors and people with past convictions to advance policies that help communities most
harmed by crime and violence. ASJ’s sister organization, Californians for Safety and Justice (CSJ), has been leading state advocacy efforts to replace over-incarceration in California with new safety priorities since its inception in 2012. With a substantial California staff and a strong track record, CSJ operates as ASJ’s flagship state advocacy effort. Additionally, Alliance for Safety and Justice Action Fund, a project of Tides Advocacy, is the 501 (c)4 arm of both ASJ and CSJ.

Position Summary
The Alliance for Safety and Justice (ASJ) is seeking an executive administrative professional dedicated to ensuring the efficient, timely and reliable completion of the Vice President of ASJ and the Chief of Organizing’s day-to-day administrative tasks and other administrative needs of the organization. In this dual support role, the Executive Assistant will manage multiple job responsibilities on a daily basis, including but not limited to scheduling and calendar management in line with priorities, booking travel, maintaining and tracking “To do” lists, and other logistical support for meetings and administrative needs. This position requires someone who is comfortable communicating across all levels of staff, partners and funders to ensure tasks get completed in a timely fashion as well as to support internal and external cohesion. This position is for someone who thrives in a fast-paced environment and has strong initiative and attention to detail.

Primary Responsibilities
Planning & Priority Tracking (30%)
● Working closely with the Vice President, ASJ and Chief of Organizing daily to determine daily, weekly and monthly priorities, and associated meetings, tasks, and preparation needed
● Collaborate closely with the broader Executive Support Team, including Senior Managers and Program Managers across divisions as well as the Executive Assistant to the President & Founder and the ED of CSJ to align on priorities and scheduling needs on a daily, weekly and monthly basis
● Monitor the Vice President, ASJ and Chief of Organizing’s email inboxes and maintain to-do lists and Identify direct and time sensitive asks and deliverables, and flag accordingly. Create calendar review blocks for the Vice President, ASJ & Chief of Organizing to review priority asks. When necessary, follow up with staff and people requesting asks to gain clarity and determine
deadlines.

Calendar and Schedule Management (40%)
● Manage the Vice President, ASJ and Chief of Organizing’s busy and constantly changing calendars
● Schedule meetings and conference calls for the Vice President and Chief of Organizing
● In partnership with the Executive Assistant to the President & Founder and the ED of CSJ, lead in the scheduling and coordination of meetings that involve the Vice President and Chief of Organizing
● Analyze the Vice President and Chief of Organizing’s calendars to anticipate potential scheduling conflicts and recommend re-scheduling options to resolve conflicts
● Ensure that all schedule changes are communicated to the Vice President and Chief of Organizing
● Provide on-site support (e.g. tech support, on-site meeting coordination as identified) for meetings, conference calls and video conferencing
● Arrange logistics for in-person meetings including booking meeting space and restaurant reservations and occasional catering
● Book and coordinate meeting reservations at restaurants, venues, etc. as needed
● Arrange complicated domestic travel including flight, hotel, ground travel, etc; prepare and distribute itineraries and manage changes to travel plans
● Coordinate logistics for speaking engagements and handle special event invitations on behalf of the Vice President and Chief of Organizing

Administrative Duties (40%)
● Compile the Vice President and Chief of Organizing’s expenses and receipts and prepare and submit company credit card and reimbursement reports with accurate financial coding
● Compile the Vice President and Chief of Organizing’s lobbying hours, and prepare and submit them through appropriate system in coordination with Operations staff
● Display the utmost level of discretion and ethical standards in managing, organizing and safeguarding highly confidential material
● Coordinate with members of the Operations team to set up home office and video areas, as needed
● Other duties and special projects, as assigned. This may include phonebanking to members, in partnership with Program staff
● Communicate any scheduling needs or changes to internal staff, including the Vice President and Chief of Organizing’s direct reports
● Communicate scheduling needs and change to external partners

Required Qualifications
● A minimum of five years assisting a high-level executive, preferably in a campaign or social justice advocacy setting
● Ability to anticipate needs and solve problems autonomously (and sometimes creatively)
● Ability to utilize or quickly learn technical tools such as travel management (TripActions), video conferencing (Zoom), email management, project management and messaging tools (Asana and Slack)
● Proficiency with Google’s productivity suite (calendar, email, drive, docs, sheets)
● A keen attention to detail and a positive can-do attitude
● Flexibility, adaptability and patience in dealing with multiple quickly shifting priorities and demanding timelines
● Expert organizational and follow-up skills
● Outstanding written communication skills
● A passion for ASJ's mission to reduce the prison population by replacing prison waste with smart
and safe solutions that keeps crime survivors at the core of their focus

Working Conditions & Physical Demands
● Work is normally performed in an interior office setting which does not subject the employee to any hazardous or unusual element.
● Some travel may be required
● Requires use of a desktop, laptop, or video display terminal
● Requires routine physical movements with limited physical exertion
● Ability to communicate, receive and understand information through oral and written communication and proofread and check documents for accuracy
● Requires communicating information with co-workers, stakeholders and/or the public; reading correspondence, instructions and/or technical documents; writing correspondence and/or reports and filling in forms

Compensation and Benefits
Salary will be commensurate with experience. The Alliance for Safety and Justice offers a competitive benefits package, including health insurance, commuting subsidies, retirement, and annual leave.

How to Apply
Applications should be sent to our recruitment partner at Careers in Nonprofits, Miesha Fuller ([email protected]). Please send a cover letter indicating your match to the stated job requirements, your resume, and 2-3 professional references.

Position open until filled. The Alliance for Safety and Justice is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical conditions. Reasonable accommodations will be made so that qualified disabled applicants may participate in the
application process. Please advise in writing of special needs at the time of application.

Last Updated: 8/20/21