Administrative Assistant

Job Description

Job Description

Description :

Title : Administrative Assistant

Employment Type : Full-Time / Salary Non-Exempt

Wage : Hourly wage of 26.44 to 31.25 (annual salary of $55,000 to $65,000) base pay

Reports To : Deputy Director of Administration & HR

Position Location : Bay Area, Los Angeles, Sacramento, Fresno, Riverside

Work Schedule : Four Day Work Week : Two (2) days in office, two (2) days remote. However, there may be certain circumstances, like pressing deadlines or peak business periods, where it becomes necessary for the organization to temporarily switch to a five-day work week.

California Environmental Voters (EnviroVoters), and EnviroVoters Education Fund (Ed Fund), are excited to launch a search for a Administrative Assistant to join our dynamic, fun, and high-performing team!

WHO WE ARE

We believe this moment requires transformative change.

The climate crisis is here. And Black, Indigenous and people of color have been bearing the burden of our pollution-based economy for generations. We have the solutions to stop climate change, but we lack the political will to do it at the rate and scale that’s needed.

EnviroVoters and Ed Fund exists to build the political will and power to solve the climate crisis, use climate action to advance justice, and create a global roadmap. To protect our water, land, air, and our most vulnerable communities, we organize voters, elect and train candidates, and hold lawmakers accountable for bold policy change.

Our vision is to build resilient, healthy, thriving communities, and create a democracy and economy that is just and sustainable for all.

RESPONSIBILITIES

Reporting to the Deputy Director of Administration & HR, the Administrative Assistant performs a wide range of administrative and office support activities for the Senior Leadership Team, and Human Resources to facilitate the efficient operation of EnviroVoters and the Ed Fund. This role requires exceptional attention to detail, organizational skills, and the ability to manage multiple tasks efficiently and professionally.

• Calendar Management : Schedule and coordinate complex calendars for the Senior Leadership Team, ensuring meetings and appointments align with organizational priorities.
• Credit Card Management : Maintain an online credit card request form, transfer submissions into a credit card tracking spreadsheet, ensure proper coding and documentation for all charges, and manage the receipt collection process. This includes requesting receipts from colleagues' organization-wide and reconciling recurring charges.
• Contract Preparation : Oversee the contract preparation process, including drafting contracts, obtaining necessary approvals and signatures, sending executed contracts, and maintaining an organized filing system for all contract documents.
• Expense and Reimbursement Processing : Prepare reimbursements for the Senior Leadership Team, ensuring accuracy and adherence to organizational policies.
• Timesheet Support : Collect bi-weekly timesheets and signatures in DocuSign, send out initial and second timesheet reminder email, file into digital files from DocuSign and rename the files, keep accounting and HR informed when new timesheets are in.
• Handle office tasks, such as filing, generating reports and presentations, setting up meetings, event logistics, scheduling conference calls and virtual meetings.
• Schedule and coordinate travel arrangements for leadership and staff.
• Prepare agendas for meetings.
• Maintain and order office supply inventories.
• Receive / collect invoices and receipts, review for accuracy, prepare and process for payment.
• Coordinate maintenance of office equipment.
• Generate reports, review contracts, create presentations, and conduct research.
• Greet and assist visitors.
• Maintain polite and professional communication via phone, e-mail, and mail.
• General clerical duties, including photocopying, scanning, and mailing.
• Maintain electronic and hard copy filing system.
• Resolve administrative problems and inquiries.
• Prepare written responses to routine inquiries.
• Prepare and edit documents including correspondence, reports, drafts, memos and emails.

MUST HAVES

NICE TO HAVE

WHAT ELSE YOU SHOULD KNOW

This is an outstanding opportunity for a highly motivated professional to assume a pivotal role in this highly respected organization. California Environmental Voters offers competitive salaries and a generous benefits package, including a 4-Day Work Week (4DWW) policy, 12 days of PTO (3 weeks equivalent given the 4DWW) and 12 Federal and State holidays, plus a paid week off at the end of the year, 5 days of bereavement leave, health and dental benefits, section 125 plan, a 401(k)-retirement program with up to 3% employer match; flexible spending account (FSA) for health care expenses; subsidized commuter program; and optional life insurance.

HOW TO APPLY

Apply through our careers portal – in case you need it, here is the link. We look forward to receiving your application and learning more about you! Thank you for your interest in EnviroVoters!

EnviroVoters and EnviroVoters Ed Fund has a deep commitment to equity and fostering a culture of inclusion. EnviroVoters invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our organization.

As part of this commitment, we will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process and to perform essential job functions, please contact envirovotersjobs@envirovoters.org.

We are an equal opportunity employer and do not discriminate in hiring or employment based on race, color, religion, national origin, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. We offer competitive salaries, generous benefits, and a pleasant working environment. Salary is based on a nonprofit scale and commensurate with experience.

Requirements :

Salary : $55,000 - $65,000