Executive Assistant

The Prison Law Office•Berkeley, CA

111d•$106,130 - $142,620•Hybrid

About The Position

The Executive Assistant works at the direction of and under the supervision of the Executive Director to provide high-level administrative and project management support to the Executive Director and Management team, helping to ensure the smooth functioning of the organization’s operations and leadership activities. Serving as a key liaison between the Executive Director, Management team, and staff, the Executive Assistant manages complex scheduling and communications with key parties, coordinates logistics and materials for meetings and events, and supports organization-wide initiatives. As a trusted and confidential partner to the Executive Director, the role requires exceptional organization, strong communication skills, sound judgment, and the ability to anticipate needs, manage competing priorities, and handle sensitive information with discretion.

Requirements

Bachelor’s degree
5+ years serving as an administrative assistant or other similar experience
Ability to exercise diplomacy and tact in handling confidential and/or sensitive matters, including personnel matters
Excellent written communication skills
Strong attention to detail with demonstrated time-management, priority-setting, and organizational skills
High self-initiative and ability to work both independently and as part of a team
Ability to work in a fast-changing environment with flexibility and adaptiveness
Demonstrated technological proficiency, including but not limited to advanced working capabilities with Google Workspace (including advanced calendar management and document formatting); Microsoft Office Suite (Word, Excel, PowerPoint); Adobe; Zoom / virtual meeting platforms; document management systems; and basic spreadsheets and expense tracking

Nice To Haves

Prior experience supporting an executive-level position in a legal setting is preferred
Lived experience relevant to our mission, including those who have been system-impacted or formerly incarcerated
Prior experience working in a law firm or public-interest law setting

Responsibilities

Provide project management and administrative support to the Executive Director and the Management team as needed.
Manage the Executive Director's calendar, including scheduling meetings with Board members, staff, media contacts, and external partners, and tracking relevant project deadlines.
Assist with high-level communications, including drafting and copy-editing emails and other communications for the Executive Director.
Provide administrative coordination for staff and Board meetings, including arranging logistics, preparing meeting materials, taking notes, and tracking attendance.
Act as confidential notetaker to the Executive Director in select meetings, including but not limited to discussions on management topics, organizational finances, confidential personnel matters, and Board discussions.
Provide other administrative support, including travel support, logistical support, expense reimbursements, and billing records
Assist with grant reporting.
Support administrative and business operations, including: project managing organization-wide affairs, including community events, trainings, and social events.
Manage office-wide administrative projects, including organizing, filing, and digitizing key documents.
Prepare billing records and legal fees for submission to opposing counsel, courts and grantors.
Support with website maintenance, including uploading filings, photos, news articles, and other content at the direction of Management and/or case teams.
Support maintenance of building facilities, office equipment, and office supplies.
Other duties as assigned by the Executive Director and the Management team.