Executive Assistant

The Greenlining Institute•Oakland, CA

2d•Hybrid

About The Position

The Greenlining Institute works towards a future where communities of color can build wealth, live in healthy places filled with economic opportunity, and are ready to meet the challenges posed by climate change. We work with communities of color to: Understand and analyze the racist barriers to economic opportunity. Demand accountability from the public and private sectors to combat injustice. Foster consensus-building that produces long-term change and success. Bridge research and policy to spearhead innovative strategies at the intersections of racial, economic, and climate equity. To achieve our vision, we focus on four strategic issue areas: 1. Economic Equity 2. Climate Equity 3. Transformative Communities 4. Leadership Academy The Greenlining Institute is deeply committed to justice and equity not just in the work we do in communities, but also within our organization. We actively work to create a diverse, inclusive, and supportive workplace that values lived experience, community wisdom, and racial equity. We particularly encourage applications from Black, Indigenous, and People of Color (BIPOC), immigrants, LGBTQ+ individuals, and those with lived experiences in historically marginalized communities. Reporting to the Chief of Staff, the Executive Assistant provides high-level executive support to the CEO and operates as a key member of the Executive office trifecta alongside the CEO and Chief of Staff. The Executive Assistant serves as a primary point of contact for the CEO, partners closely with the Chief of Staff to ensure alignment on priorities, workflows, and initiatives, and acts as a liaison with internal teams, external partners and the Board of Directors. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-focused, and community-oriented. The ideal individual will demonstrate sound judgment in a variety of situations and possess strong written and verbal communication, administrative, and organizational skills. The ability to maintain a realistic balance among multiple priorities is imperative. The Executive Assistant should possess the composure and agility to manage a wide range of activities and handle confidential matters with discretion.

Requirements

HS Diploma or GED required, Bachelor’s Degree preferred
2-3 years in a similar role, non-profit experience preferred,
Demonstrated experience executing and improving operational processes
Proven ability to manage multiple people-facing processes
Proficient on Google Suite and similar operating systems
Team player with the ability to work independently while also supporting the team's goals and members.
Ability to think on one’s feet in response to changing circumstances.
Strong project management skills to manage multiple priorities, stakeholders, and workflows.
Excellent written and verbal communication skills.
Ability to deliver effective and engaging presentations to groups.
Ability to prepare reports and business correspondence.
Commitment to excellence and high standards.
Creativity, patience and a sense of humor.
Authentic connection to the work and mission of The Greenlining Institute.
This position is a hybrid role based out of Oakland, CA, where a minimum 2 days are required to be in person in the office, with flexibility based on business need.

Responsibilities

Serve as the central hub for the CEO’s office, coordinating vital correspondence and workflows with the Policy, Development/Communications/Events, Finance/ Operations/HR and Leadership Academy teams.
Facilitate the flow of critical information across departments by collecting and synthesizing materials into event or meeting briefs; in close coordination with the Chief of Staff (COS), ensure the CEO is fully briefed and that teams receive timely executive feedback, decisions, and approvals.
Work in lockstep with the Chief of Staff (COS) to synchronize the CEO’s schedule with organizational strategy.
Own the CEO office and Executive team calendars, proactively resolving conflicts and prioritizing high-impact engagements.
Lead end-to-end logistics for board meetings, retreats, convenings, and executive events, including site selection, and on-site execution.
Manage comprehensive travel arrangements, ensuring the CEO is prepared for every leg of the journey.
Partner closely with the Chief of Staff (COS) to align the CEO’s schedule with organizational priorities.
Capture minutes for key meetings and—more importantly—summarize action items and track follow-ups to ensure nothing falls through the cracks.
Process expenses, manage vendor communications, and support the administration of budgets associated with the Executive office.
Support the Chief of Staff, on board engagement and governance; execute and follow through on administrative, logistical, and coordination tasks to ensure Board members are informed, supported, and engaged.
Coordinate logistics and materials for Board meetings, dinners, retreats, and convenings—including scheduling, preparation of materials, and travel and accommodations for the CEO and guests—in alignment with direction from the Chief of Staff.
Record, synthesize, and distribute minutes for Board and committee meetings; track decisions and action items and follow up with internal teams to ensure timely execution and accountability.
Supports strengthening commitment and support from funders, including prioritizing scheduling meetings and tracking follow ups in a timely manner.
Contributes to a work environment and culture that is centered on equity and inclusion
Handles multiple projects simultaneously tracking milestones, adhering to deadlines, and ensuring required resources are in place.
Cultivates growth in all core competency areas including Communication, Collaboration, Strategic Innovation, Technical Expertise, Adaptability, and Accountability