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Executive Assistant to the Vice Presidents of Litigation

Location: San Francisco, CA

Job Type: Full Time


This position provides a broad range of administrative support to the three Vice Presidents of Litigation 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 VPs of Litigation by providing effective executive support to each individually and to the three-person team collectively.

The VPs operate in a matrix management structure, wherein they have responsibilities across respective offices and programs. This position will support coordinated information flow with and between the VPs and between the VPs and the regional offices and programs. This position will need to anticipate information needs and be proactive at coordinating information flow and contributing to the creation of effective systems.

Essential Duties and Responsibilities

Executive Administration:

  • Provide administrative and logistical support to VPs of Litigation, including:
    • General scheduling
    • Travel arrangements and expense report preparation
    • Meeting preparation and scheduling
    • Meeting minutes, distributing background materials, and tracking follow-up tasks
  • Responsible for planning, logistics, and materials for cross-office meetings and video and conference calls.
  • Provide support for Managing Attorney and practice group meetings including scheduling, agendas, minutes, and tracking of follow-up assignments.
  • Provide tracking support for department budgets and funds, such as legal training funds and professional services budgets.
  • Support management of contracts and service agreements.

Program Support:

  • Support Litigation Department personnel programs, including:
    • Fellowship programs
    • CLE training program
    • Internships
  • Coordinate Recruitment programs and outreach as assigned, such as the summer law clerk recruitment program, including preparing and coordinating with regional offices, posting announcements and tracking applicants. 
  • Provide assistance and support toward the creation of and administration of litigation practice management information systems.
  • Provide administrative support for program reports, staff presentations and events associated with Trustee and Council meetings.
  • Other duties as assigned.

Requirements

  • Bachelor’s degree or Associate’s Degree with equivalent practical experience.
  • 5 years minimum work experience necessary as is experience working in a non-profit setting.
  • Experience providing administrative support for senior staff and reporting to more than one supervisor.
  • Experience collaborating in a team or group culture that produces collective rather than individual products is highly preferred.
  • 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.
  • Ability to develop, implement and track budgets.
  • Ability to project manage the planning and execution of multi-day meetings/events at locations across the country, including responsibility for all logistical details and on-site support.
  • Ability to organize, prioritize and manage multiple tasks, sometimes under time pressure and facing unexpected challenges, with excellent results.
  • Skillfully take changes in stride, overcome obstacles and adapt to unforeseen conditions; successful at on-the-fly adaptation when needed.
  • Excellent interpersonal skills and good judgment about people and situations.
  • Persuasiveness and ability to influence others to achieve goals.
  • Ability to represent Earthjustice with tact, diplomacy, discretion and professionalism in interactions with important donors, board members, vendors, staff and program partners.
  • Ability to maintain confidences and confidential information.
  • Excellent written and in-person communications skills as well as demonstrated proofreading skills.
  • Ability to lift and carry boxes or equipment weighing up to 25 pounds.
  • Ability to sit for a period of time.
  • Available for business travel as required that may include nights and weekends.
  • Valid driver’s license.

Compensation: We offer a competitive salary, based on experience, 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 along with cover letter to jobs@earthjustice.org. Subject line should read: “Executive Assistant to Vice Presidents of Litigation.” Please, no telephone calls or hard copies.

About Earthjustice:

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 and citizens 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 the best and brightest who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with nine offices across the U.S.


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, genetic information or any other factor that is not related to the position.