Board Relations Assistant

Employer
Earthjustice
Location
San Francisco, California
Salary
We offer a mission- and employee-focused work environment and a competitive compensation package.
Posted
Mar 14, 2019
Closes
Apr 13, 2019
Focus Areas
Environment
Position Type
Full Time
Degree Level
Bachelors

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, individuals and communities 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 people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Tallahassee, Miami, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, and Washington, DC. 

Working under the direction of the President, senior staff, the Executive Team Manager, the Council Manager, and reporting directly to the Board Relations Manager, the Board Relations Assistant is responsible for supporting the planning and execution of board meetings, maintaining updated and accurate board files, and providing project and scheduling support to the Board Relations Manager, the Board, the Executive Team Manager, the Council Manager, and board staff liaisons. 

Responsibilities:

Board Support and Assistance – 60% estimated time

Supporting planning for board meetings 3 times per year, including:

  • Drafting board agendas, board materials, guest bios, and email communications, under the direction of the Board Relations Manager;
  • Supporting all aspects of the agenda, from schedule of events, a/v support, technical requirements, meals, transportation and other needs as required for meetings;
  • Assisting with coordinating meeting and travel arrangements for board and staff attendees, including tracking trustee and trustee guest attendance;
  • With the Board Relations Manager, serving as liaison with meeting speakers or other special guests regarding presentation topics, PowerPoints and other materials, meeting schedule, travel and logistics; Assisting with organizing travel/accommodation arrangements for all staff attendees;
  • Assisting with ground transportation arrangements;
  • With development department, assisting with donor events in conjunction with board meetings as needed;
  • Producing and organizing name tags, tent cards, and photo copies in advance of board meetings;
  • Organizing and shipping or transporting all supplies needed for meetings;
  • Assisting with the set-up and logistics of meetings on site;
  • Proactively assisting with onsite needs including responding to board member requests, passing microphones, and ensuring smooth running of meeting agenda while Board Relations Manager takes minutes;
  • Assisting with tracking meeting follow up items;
  • Attending board committee meetings at board meetings to track follow up items and next steps;
  • Researching future meeting locations in coordination with the Board Relations Manager, Executive Team Manager, Events Team, and other stakeholders and sources of information; and
  • Working with Events Team staff on preparing, drafting, and tracking emergency and safety preparations, trainings, and protocols. 
  • Supporting implementation of plans for board development, training, and leadership:
  • Scheduling and organizing trainings, webinars, and conference calls for board trainings and goal settings;
  • Distributing documents and other materials;
  • Assisting with board training on how to use video conference systems and other webinar platforms;
  • Tracking individual and full board progress on training programs, board accountability practices, and leadership development plans and processes;
  • Setting up systems for feedback on trainings, webinars, and other materials and sharing the feedback with the Board Relations Manager and senior staff; and
  • Producing and updating new trustee orientation materials and scheduling orientations.

 Supporting increased Board engagement:

  • Scheduling and organizing webinars and conference calls for board learning and program engagement;
  • Assisting with development of webinars and conference calls for board life-long learning;
  • Tracking and assisting with implementation of board work plans for utilizing Trustee’s skills outside of development work plans; and
  • Tracking and updating Board communications opt in/opt out.

Maintaining Board, Committee, Trustee and governance records and Board Effect site:

  • Tracking and documenting basic information about trustees, including election, terms, committee membership, officers, contact information, giving, foundation lists, board attendance, and interactions;
  • Ensuring that trustees have submitted necessary paperwork—conflict of interest disclosures, consents, etc.;
  • Updating Outlook contact lists, Earthjustice web pages and Board Effect site with latest information on Board, Council, Honorary Life and former Trustees information; and;
  • Maintaining access to Board Effect site and ensuring that individuals have the tools needed to access information;
  • Organizing and maintaining updated Board files within the shared Executive drive; and
  • Coordinating with Development staff to ensure BBEC is up to date including the Board Communications opt in/out, Trustee term dates, and contact information.

Providing administrative support to board committees, working in tandem with the particular senior staff assigned to those committees and the Board Relations Manager, including:

  • Scheduling of meetings and conference calls, as needed;
  • Tracking meeting agendas, committee to dos and next steps, and update necessary meeting materials;
  • Distributing documents or other material, including meeting minutes;
  • Tracking the governance calendar to ensure committee business is up to date;
  • Tracking committee members attendance and sharing information with the relevant Development department and senior staff;
  • Drafting committee meeting minutes, follow up documents, and committee documents under the direction of the Board Relations Manager.

Supporting information flow in coordination with Development department and senior staff, including:

  • Providing assistance and information to trustees in their service to Earthjustice as members of its board;
  • Providing assistance and information to former and honorary life trustees including:
  • Preparing communications for the Board Relations Manager;
  • Sending communications as back up when the Board Relations Manager is unavailable.
  • Entering global changes on communications to Council and board in BBEC, the development database

Assisting with the creation, production and editing of written meeting material (board book and board brief/council book) for each board meeting and at other times as directed by the President, including:

  • Establishing and maintaining a schedule for submission and review of draft materials by the President and other senior staff;
  • Ensuring proper proof-reading and copy editing of draft materials to eliminate errors and insure consistency, hiring independent contractor support as needed;
  • Assisting with developing written materials on Earthjustice’s work and repurposing other writings such as grant reports and website articles to provide additional program-related content;
  • Drafting reoccurring documents such as the schedule of future board meetings, guest and speaker bios, and the general information and maps tabs.
  • Compiling, testing and delivering multi-media and other non-print content associated with the board book and/or board meetings.

    Under direction of the Board Relations Manager, partnering with key staff and departments to ensure seamless meeting production planning and ongoing coordination, including working with the development department and the executive team. 

    Preparing expense reports and credit card reconciliations for the Board Relations Manager as needed. 

    Managing the internal intranet on the Board/the Board Atlas space.

    Council Assistance – 15% estimated time
  • Collaborates closely with the Council Manager to implement, track, and project manage all Council efforts.
  • Schedule, attend, and track actions for Council check-in calls with Co-Chairs, quarterly Council Nomination Committee calls, quarterly programmatic teleconferences for Council Members, and all-Council business calls.
  • Maintain internal and external Council list.
  • Putting Council meetings and calls into BBEC as an event, so attendance can be tracked and start tracking (BBEC).
  • Assist in planning for Council gatherings and meetings.
  • Draft Council correspondence as needed. 

Executive Team Assistance and Project Management – 15% estimated time

  • Under the direction of the Executive Team Manager, providing detailed project management on small to medium sized projects.
  • Managing the Senior Leadership Team Atlas space/internal intranet.
  • Preparing expense reports and credit card reconciliations for the Executive Team Manager as needed.
  • Providing scheduling assistance as needed.
  • Providing meeting support such as setting up meeting rooms, providing support for consultants, and ordering food for San Francisco-based Executive Leadership Team, Senior Leadership Team, and Program Leadership Team meetings. 

Diversity, Equity, and Inclusion – 10% estimated time

  • Contributing to building diversity, equity, and inclusion throughout the organization. 

Additional Duties:

Back up Executive Assistant to the President and VPs – periodically, during vacations and periods when assigned support staff are out

  • Setting up meetings; booking and managing travel plans; and
  • Other administrative support needs as required.
  • Other duties as assigned.

Qualifications:

  • Bachelor’s degree in a related field required; meeting planning certification or project management certification a plus.
  • 2 years minimum work experience necessary as is experience working in a non-profit setting.
  • Demonstrated experience supporting and interacting with a board or donors; providing administrative support for senior staff; and maintaining confidentiality is a must.
  • Experience collaborating in a team or group culture that produces collective rather than individual work 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 organize, prioritize and manage multiple tasks, sometimes under time pressure and facing unexpected challenges, with excellent results.
  • Focus and attention to detail, including the management of complex information.
  • Ability to take change in stride, overcome obstacles and adapt to unforeseen conditions; successful at on-the-fly adaptation when needed.
  • Excellent interpersonal skills, high emotional intelligence and good judgment about people and situations.
  • Persuasiveness and ability to influence others to achieve goals.
  • High degree of integrity, and ability to maintain confidentiality.
  • Highly dependable and able to meet deadlines consistently.
  • Ability to represent Earthjustice with tact, diplomacy, discretion and professionalism in interactions with important donors, board members, vendors, staff and program partners.
  • Excellent written and in-person communications skills.
  • Demonstrated proofreading skills.
  • Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
  • Contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences. 

We offer a mission- and employee-focused work environment and a competitive compensation package, including excellent benefits.  Earthjustice is an equal opportunity employer and highly values diversity.

To Apply Interested candidates should submit a cover letter and resume online via the Jobvite system. 

Please reach out to jobs@earthjustice.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies. 

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

For positions located within the City and County of San Francisco:  Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment-qualified applicants with arrest and conviction records.  

For positions located within the City of Los Angeles:  We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.

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