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Executive Assistant & Programs Specialist

Washington D.C.
Salary range is based on experience and location: $81,900-$107,000
Closing date
Sep 17, 2021

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Focus Areas
Job Function
Administrative / Clerical
Position Type
Full Time
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Job Details

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, New Orleans, Chicago, Philadelphia, Denver, Seattle, Bozeman, Miami and Washington, DC.

Earthjustice is looking for a full-time Executive Assistant & Programs Specialist to support our Senior Vice President of Program (SVP), our Vice President of Litigation for Climate and Energy (VP), and the Program Leadership Team Manager (PLT Manager).

The Executive Assistant will organize and coordinate meetings, oversee schedules and travel arrangements, manage expense reports, and provide back up support for the other Executive Assistants and the Program Leadership Team. The Executive Assistant will also work closely with the Program Leadership Team Manager on projects such as tracking data about our programmatic work, administering Earthjustice’s sponsorship activities, and communicating our work within the organization.

This is a position for a self-starter with strong interpersonal skills who wants to be part of an organization tackling the most important environmental challenges of our time. The candidate must be highly detail-oriented and be able to manage multiple projects and tasks simultaneously while taking direction from multiple people. The ideal individual will have the ability to be creative, exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities in a fast-paced environment. The Executive Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The position will report to the Program Leadership Team Manager and will be located in Washington, D.C with the option to work remotely in the U.S. where we have a physical office location – Anchorage, AK; Juneau, AK; Bozeman, MT; Chicago, IL; Denver, CO; Honolulu, HI; Los Angeles, CA; San Francisco, CA; Miami, FL; Tallahassee, FL; New York, NY; Philadelphia, PA; Seattle, WA.

Executive Administrative Support (65%):

  • Provide administrative and logistical support to the SVP of Program, VP of Litigation for Climate & Energy, and PLT Manager, including:
    • Meeting scheduling and preparation
    • Travel arrangements
    • Expense reimbursements
    • Time entry (e.g., i-Timekeep)
  • Provide similar administrative and logistical support for other Earthjustice executives on temporary basis as necessary to back up other administrative professionals in the organization.
  • Serve as a budget manager for the SVP of Program and VP of Litigation for Climate & Energy, drafting budgets, tracking expenses, and forecasting expenses.
  • Support recruiting and hiring processes by assisting with screening resumes, communicating with candidates, scheduling interviews, and managing application materials. 
  • Approve the time and expenses of the SVP of Program and VP of Litigation for Climate & Energy’s direct reports.
  • Draft and refine slide presentations, spreadsheets, and memoranda under the direction of the SVP, VP, and PLT manager.
  • Other duties, as assigned

Program Leadership Team Support (35%):

  • Assist the PLT Manager with data collection, entry, and reporting tasks associated with Earthjustice’s case management database and proactively correct data discrepancies and errors.
  • Assist the PLT Manager with grants and sponsorships management by processing and tracking grants and sponsorships to ensure compliance with policies and reporting requirements.
  • With the PLT Manager, design internal communications tools to keep staff informed of the work Program is doing generally and the work of the PLT. This includes, but is not limited to, managing and building out the PLT’s Intranet space to promote transparency and writing posts such as interviews with different members of the PLT and the broader senior leadership.
  • Manage and complete special projects as assigned, including research and planning.
  • Undertake any other duties or projects that may be reasonably required, and deal with matters arising in a timely and effective manner.


  • Bachelor’s Degree or relevant experience and qualifications, such as Certified Administrative Professional® (CAP®), Professional Administrative Certificate of Excellence® (PACE®), Certified Executive Administrative Professional® (CEAP®)
  • At least 4 years of related work experience
  • Strong calendar management experience managing multiple schedules and calendars
  • Strong knowledge of Office365 (Outlook, Word, Excel and PowerPoint)
  • Outgoing, go-getter personality with ability to multitask and change directions easily
  • Direct experience supporting more than one executive staff person, a plus
  • Demonstrated experience with database management and an ability to further learn database management skills to create queries, produce reports, and to use advanced functions, a plus
  • Project Management skills/ability to prioritize work and balance several workstreams at a time, a plus
  • Able to self-motivate and self-direct in the completion of complex tasks and unfamiliar areas.
  • A can-do, professional, positive, and approachable attitude. Sense of humor desired.
  • Successful track record organizing, prioritizing and managing multiple tasks from multiple stakeholders, sometimes under time pressure, with excellent results.
  • Able to handle confidential and/or sensitive business and people issues with tact and diplomacy.
  • Understands and is adaptable to a dynamic environment with constant change.
  • Excellent interpersonal skills. Ability to flex style and work with a wide range of individuals and personalities.
  • Strong verbal and written communication skills.
  • Meticulous attention to detail, including excellent proofreading and copy-editing skills, and an unrelenting commitment to high professional standards.
  • Experience proactively managing complex schedules and planning on and off-site meetings.
  • Exemplary organizational skills and an ability to develop and effectively utilize systems to manage large quantities of data and details.
  • Highly resourceful team player who willingly performs necessary tasks and has the ability to be effective independently.
  • Possesses a growth mindset and engages productively with feedback.
  • Strong computer skills and experience with MS Windows, Teams, Zoom, Concur Financial Systems; Office365 including Outlook, PowerPoint, Word, and Excel.
  • Embraces relevant technology and actively improves their skills through informal and formal training.
  • Experience with non-profit, public interest or legal organizations preferred.
  • 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.

Salary range is based on experience and location. 
Salary range in Washington, D.C.: $91,500 - $101,700
Salary for a remote location will vary: $81,900 - $107,000

To Apply:

Interested candidates should submit the following via Jobvite: 

  • Resume
  • Cover letter 

Please reach out to 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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