Reporting directly to the Executive Director (ED), The Senior Executive Assistant (SEA) provides executive, project and administrative support to the Executive Director. The SEA will work closely with the Senior Management Team, The Greenpeace Boards, and other organizational partners and stakeholders in service of the Executive Director. The Senior Executive Assistant will serve as the first point of contact and communication liaison for all internal and external matters involving the Executive Director. This role will oversee and coordinate outreach, and serve as the gatekeeper for the executive office, helping to screen, prioritize and respond to requests. This position also works closely with the Senior Communications Specialist and Supporter Mobilization Specialist to manage and leverage the Executive Director’s time, correspondence, travel, and speaking engagements, while developing and implementing administrative strategies that increase efficiency and impact of the ED in her role. This role will also oversee and manage specific projects as assigned by the Executive Director.
The incumbent must be an adept self-starter with the ability to thrive in a rapidly changing, fast paced and deadline driven environment. Additionally this position requires a high degree of professionalism, strong organization and communication skills and the ability to instill confidence and work well with a wide variety of people. The Executive Assistant must maintain a high level of discretion and handle confidential information appropriately. This position is not static and will be revised as the needs of the organization and ED evolve.
This position is based in Oakland, California with occasional travel to Washington, DC or elsewhere for trainings and meetings. While it is generally a Monday- Friday role, there will be occasional need for availability on weekends or evenings for special events.
This role will be responsible for:
- Management of Executive Director Office.
- Champion the organizational goals and strategic direction, speaking on behalf of the Executive Director in organizational settings
- Manage Executive Director’s scheduling, email communication, travel and speaking engagements requests of the Executive Director
- Manage deliverables to Executive Director and provide any necessary reporting
- Project manage special projects, including those within the organization and sometimes with allies
- Draft original and routine correspondence for Executive Director’s signature
- Create and edit documents, presentations, and correspondence for the Executive Director upon request
- Draft, manage, track, and report on the executive team’s departmental budget, manage expenses of the Executive Director, and provide trainings to members of the executive team as necessary on budget management systems and processes
- Manage timesheet of ED and approve direct reports’ timesheets and vacation requests on behalf of ED
- Assist the Executive Director in completing administrative tasks, including expense reports, signing letters, etc.
- Manage and arrange Executive programs.
- Support Governance Coordinator on board meeting needs (ie. minute taking at meetings, on site logistics, etc)
- Assist in hiring processes for executive team, and other key positions as requested for the Executive Director
- Work with Operations staff to Coordinate Greenpeace International Meetings hosted at GPUSA or other activities Executive Director plans in the office
- Assist in training other Executive Assistants, develop and share tools for best practices
- Manage an intern for the Executive Office/Department, when relevant
- Relationship management and communication.
- Develop relationships and support Executive Director’s relationships with high level contacts
- Liaison between Executive Director and Greenpeace USA staff, Greenpeace International and other internal stakeholders
Minimum requirements for this role include:
- Bachelor’s degree or equivalent experience
- 5-7 years of relevant coordinator experience; stable and executive administrative experience
- Non-profit experience a plus
Additional skills include, but are not limited to:
- Highly emotionally intelligent leadership style; Recognized for leadership ability, credibility, judgment and discretion;
- Ability to juggle multiple tasks at once, prioritizing and problem solving as needed;
- Strong interpersonal skills, able to interact with all levels within the organization with professionalism and integrity;
- Models emotional awareness, self-disclosure, discretion and integrity with ability to keep specific information confidential
- Advanced facilitation skills, including ability to create safe space within diverse groups, support groups through conflict, and create processes and structures in the moment to help a group move forward;
- Excellent written and oral communication skills, including the ability to draft correspondence and other communications quickly with minimum direction;
- Detail oriented, administratively strong with ability to track and manage multiple projects at one time;
- Managing multiple and changing priorities effectively;
- Familiarity working with organizational budgets;
- Proficiency with Microsoft Excel, Word and Power Point / general computer literacy;
- Demonstrated ability to coordinate and facilitate the completion of projects in a timely manner, including meeting strict deadlines;
- Self-starter with demonstrated ability to work both independently and within a team;
- Ability to manage up;
- Consistency and a high degree of quality in work;
- Curiosity and a constant interest in learning;
- Excellent judgment, discretion, and diplomacy;
- Positive, energetic, and promotes organizational culture;
- Commitment to environmental issues and principles of non-violence central to Greenpeace’s mission
If you believe in our vision for a green and peaceful future and you want to support a leader who is working to change the world, submit an application today! Applications will be reviewed on a rolling basis and will conclude once we have found the best candidate.
Greenpeace is an Equal Opportunity Employer and does not discriminate on the basis of race, color, class, sex, gender, sexual orientation, disability, family/marital status, religion or other protected classes. We strongly encourage applications from underrepresented communities. If you require assistance applying to this opportunity, please contact us.
Greenpeace USA values a healthy work-life balance and has flexible, family-friendly employment policies. Our competitive benefits package for full-time employees includes medical, dental, and vision coverage with low contributions from staff. We have options for pre-tax flexible spending accounts for medical and dependent care costs. Greenpeace employees enjoy generous 401K matching and time off for vacation, sick, personal, and parental leave. After five years, staff are eligible for a paid sabbatical. To encourage public transportation use and biking, we offer subsidies for staff who choose to bike or ride mass transit to work. Greenpeace is committed to the growth and development of staff and fostering a creative workplace culture. For more information, check out our benefits plan.
Only applicants eligible to work and live in the United States without any legal restrictions need apply for this opportunity.
About Greenpeace USA
Greenpeace is known for its creative communications, non-violent direct action and leadership in tackling global environmental. Essential to our role in the climate fight is our staff and the support they provide the movement. A key role in our support structure is the Senior Executive Assistant.