West Oakland Environmental Indicators Project (WOEIP) is searching for a part-time Executive Assistant to support our leadership team. The Executive Assistant plays a critical role in the efficient operation of day-to-day activities and the overall success of WOEIP’s mission of helping West Oaklanders achieve healthy homes, healthy jobs, and healthy neighborhoods for all who live, work, learn, pray and play in our community. 

Reporting directly to Co-director Margaret Gordon, with a dotted line to Co-director Brian Beveridge, the EA will focus on coordinating Ms. Gordon’s schedule, communicating with internal and external stakeholders, managing administrative traffic and paperwork, and overseeing individual projects as time and interests align. Because Ms. Gordon is heavily involved in program strategy and delivery, the Executive Assistant will have direct relationships with project stakeholders and will need to have working knowledge of WOEIP’s programming.

We’re looking for someone who can juggle details and moving parts, while exercising strong judgment and deep empathy. Our team is small but expanding, and this role will be a support system as our leadership shapes the vision for our next phase of growth. This role will gain direct insight into what the environmental justice movement looks like on a deeply local level. 

Goals and outcomes for the role

  • Co-director(s) and other staff have a clear understanding of leadership time commitments and to-dos.
  • Internal and external stakeholders have consistent and reliable access to Co-director Gordon via the EA.
  • Co-director(s) are able to shift their focus from logistical administration to vision-setting, relationship building, and program oversight.

Responsibilities

Calendar and communications management (50%; ~10 hrs/wk)

  • Maintain Co-director Gordon’s daily calendar by keeping it up-to-date and complete, and serve as a primary point of contact for internal and external stakeholders when coordinating time with Co-director Gordon.
  • Maintain and manage a detailed understanding of Co-director Gordon’s obligations and commitments, and collaborate closely to ensure obligations and results are tracked and communicated.
  • Attend meetings and take notes on behalf of leadership as needed.
  • Schedule, plan, coordinate, and communicate meeting logistics; arrange and coordinate travel as needed.

Administration (30%; ~6 hrs/wk)

  • Review, complete, and distribute Co-director Gordon’s paperwork, including simple contracts and agreements, timekeeping, invoicing, and general filing and recordkeeping.
  • Develop support materials (e.g. agendas, presentation decks, forms), for speaking engagements, meetings, and other commitments as needed.

Other responsibilities (20%; ~4 hrs/wk) 

  • Support and troubleshoot minor technical issues (Zoom setup, email administration, etc) when needed.
  • Plan and execute individual projects as time and interests align (for example: research an issue and make recommendations).

Qualifications

The right candidate has demonstrated experience in the following areas.

  • Cares deeply about time management and getting details right: We have a lot of moving pieces and need someone who can keep the plates spinning and make sure all bases are covered, while prioritizing competing needs.
  • Communicates with clarity, kindness, patience, and discretion: We’re looking for someone who embraces open communication, and can get their point across respectfully and effectively both in-person and online. The EA may be exposed to private and personal details and is expected to maintain confidentiality and security best practices.
  • Exercises exceptional judgment and discretion, particularly when working with stakeholders: WOEIP works with opinionated advocates, highly-trained academics and scientists, government agencies, community members, and everyone in between. We rely on diplomacy and discretion to balance these relationships and the EA will be a visible manifestation of this.
  • Is committed to learning and applying Environmental Justice principles when working with community members, administrative staff in multiple levels of government, business representatives, allies, and our team.
  • Is extremely comfortable using common digital tools and platforms: The EA needs to be fluent in the Microsoft and Google Office Suites, and be comfortable in tools like Trello or Asana, calendaring software, etc. Ideally, the EA is comfortable selecting and setting up software and systems to support their work.
  • Has managed calendars and administration for others in a previous role.
  • Is fluent in English. We welcome multilingual candidates but it’s not required.

Compensation and organizational culture

  • This is a part-time role, beginning immediately at 15-20 hrs/week, though job title and hours may be flexible. Salary range is $40,000-$50,000 annually (prorated), with flexible PTO, health benefits payment, and remote work options. Our office will be reopening this year and some on-site work may be required (with health precautions in place). This role has the future potential to expand into broader operational administration (including an increase in hours), if desired and deemed appropriate. 
  • WOEIP is  an equal-opportunity employer. We are a small team that values direct and open communication, power-sharing and leadership development, acknowledging our own and each others’ unique lived experiences and relationships to privilege, and centering the voices of those most impacted by our work. We especially welcome candidates who identify as Black, Indigenous, people of color, LGBTQ+, or other underrepresented or historically marginalized groups, as well as those with connections to West Oakland. If you need accommodation for a disability during the application process, please let us know.

How to apply

Send a letter explaining your interest in the role, along with a resume, to working@woeip.org. Due to limited capacity, we cannot accept phone calls, personal emails, or walk-ins. We appreciate your understanding.