Office Assistant

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 and supporters 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, Miami, Tallahassee, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, Chicago, and Washington, DC.

The Office Assistant provides office support and day-to-day assistance to the DC Legal Practice Administrator/Office Manager in managing the day to day functions of the office and helps with events and projects. Provides operational and administrative services as needed to the DC office staff. This position reports to the Deputy Director of Operations.

Responsibilities:

Administration/Facilities/Operations (50%) 

• Greets guests and meeting attendees, alerts staff of visitors, and helps visiting Earthjustice employees find work space within the office suite.
• Serves as support and back-up to Legal Practice Administrator/Office Manager for facilities-related issues, secondary point of contact for facility-related vendors, building management, and co- safety coordinator for building/office emergencies.
• Provides administrative support and serves as a resource to visitors, clients, volunteers, clerks, and interns on a variety of subjects including office equipment, software application usage, and general office policies and procedures.
• Retrieves all voicemail messages from the general delivery mailbox and route to appropriate individuals.
• Provides support in internal office moves, and assemble small furniture and equipment, and install wall hangings (i.e., whiteboards and tack boards etc.).
• Ensures office and workstations are ready for new hires.
• Maintains and updates office key fob/card list for entry into the building/suite/fitness center.
• Responsible for taking new hires on tours of the building/bike room/fitness center.
• Notifies staff of building maintenance, events, closures and adjusted hours of operation.
• Ensures overall appearance of regional office, housekeeping and organization, to include straightening conference rooms and meeting rooms after meetings, regular cleanup of common areas, etc., document retention, and recycling program.
• Monitor security screen and allow access to staff and appropriate visitors.
• Signs for packages; receives and sorts U.S. mail and newspapers; sends out Federal Express, UPS and USPS packages.
• Calendars and coordinates use of the video-conferencing equipment.
• Maintains all conference room calendars.
• Order office supplies and keeps running list of inventory in the supply room.
• Assists with overflow assignments and miscellaneous tasks (e.g. printing, scanning, copying, etc.)
• Updates calendars (vacation, events etc.), staff list, floor plans, issue codes list, etc., as necessary.
• Continuously improves office environment, operations, and processes.
• Contributes to Earthjustice’s Diversity, Equity and Inclusion (DEI) mission through involvement in trainings and internal working groups.
• Works closely with and provides administrative support to Legal Practice Administrator/Office Manager.
• Serves as additional safety coordinator for building/office emergencies.
• Enters and tracks maintenance requests through the building self-service portal.

 Technology Support (10%)

• Assists with office IT functions, including troubleshooting with copier, printers, laptops, phones, standard organizational software, and other office equipment.
• Manages internal e-mail distribution lists, and adds/removes staff as necessary.
• Maintains electronic and paper files for the DC office.
• Maintains all online accounts, website passwords, and subscriptions.
• Maintain and troubleshoot the conference room display systems.
• Coordinates with Legal Practice Administrator/Office Manager on printing issues throughout the office.

Finance (10%)

• Scans financial documents.
• Opens mail and assists with processing invoices and expenses for Litigation team.
• Assembles receipts for expense reports and checks for proper formatting.

Special Projects (30%)

• Provides administrative support on special projects for the Deputy Director of Operations.
• Assists with logistics and catering of office/internal and external events.
• Orders and set-up of food/catering services for internal meetings and special events.
• Conducts general research regarding- recycling policies, hotel rates, conference facilities, transportation services for staff and visitors, and handles general public inquiries.
• Assists Office Manager with onboarding new hires and departure activities, and door signage.
• Handles large document production jobs for the Litigation and other departments when needed.
• Conducts basic research and organization of documents (electronic and paper) for departments and programs in the DC office.
• Special projects as assigned for the new DC office move project.
• Other duties as assigned.

Qualifications:

• 2 -3 years of relevant office experience and qualifications.
• Bachelor of Arts/and or Bachelor of Science preferred.
• Excellent computer skills and PC computer savvy, including a solid understanding of the Microsoft Office suite of applications (ideally 2010) and Adobe Acrobat.
• Outstanding problem-solver and proactive.
• Strong ability to multi-task, exceptional organizational skills with great attention to detail.
• Excellent verbal and written communication skills.
• Ability to work with a variety of people and also independently with little supervision.
• Sense of humor.
• Professional, positive and personable attitude.
• Interest in environmental issues a plus.
• 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.

Salary is based on experience and location.
Salary range for Washington, DC: $50,300 - $55,900

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 applicants should submit the following:

•  Resume

Applications will be reviewed on a rolling basis.

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.