What are the responsibilities and job description for the Development Executive Assistant position at Ella Baker Center for Human Rights?

Job Description

Salary : $68,650-$72,000

Development Executive Assistant

February 2025

ELLA BAKER CENTER

FOR HUMAN RIGHTS

OAKLAND, CA

ORGANIZATIONAL BACKGROUND

The Ella Baker Center for Human Rights (EBC) is a 501(c)(3) nonprofit organization based in Oakland, California, organizing to shift resources away from prisons and punishment towards opportunities that make our communities safe, healthy, and strong. Named after civil rights hero Ella Baker, we mobilize Black, Brown, and low-income people to build power in our communities. For over 25 years, we have worked from the community to the legislative level to free our people from state violence. We are currently working to end mass incarceration and mass criminalization in the United States through Truth and Reinvestmentmoving resources away from failed criminal legal policies and into creating opportunities, also known as books not bars, jobs not jails, healthcare not handcuffs. Through our programs, such as successful organizing in Alameda County, a robust state policy platform, and national leadership in the movement to end mass incarceration, EBC is building a culture of care to replace cages and cops.

The Ella Baker Center Action Fund (EBCAF) is a 501(c)(4) nonprofit organization and a separate but affiliated organization with the Ella Baker Center for Human Rights. EBCAF mobilizes our communities current and formerly incarcerated people, their loved ones, people who are low income, and Black and Brown communities to exercise their full political power and hold institutions accountable. Like our namesake Ella Baker, we understand that true power lies within the people. EBCAF was born out of the vision to further build power amongst those most impacted by incarceration and criminalization. We mobilize these communities to ensure that our elected officials are focused on addressing the root causes of harm in our communities instead of investing in failing institutions, such as prisons and policing, that exacerbate that harm.

OUR VALUES

At Ella Baker Center, we win by doing our liberation work in alignment with and guided by our core values :

Prioritize people most impacted by policing and prisons
Accountability
Black Liberation
Interconnection
Transformation
Culture of Care and Healing
Self-Determination

The ideal candidate at EBC understands that our work uplifts the leadership and strategies of those most impacted by the criminal system : working-class people of color. Our primary aspiration is Black liberation, as these communities are the most harmed by policing and prisons. We practice accountability to our communities and each other by giving and receiving feedback, communicating directly, and building a culture of restorative justice.

We seek staff who are looking to not only transform the world but are themselves excited to be personally transformed by organizing for liberation while caring for ourselves or each other. Transformation means that we do not turn anyone away who seeks our advocacy or support based on what the state has charged them with. Inherent in collective liberation work we ask our staff to do the personal work of organizing to dismantle white supremacy and cisheteropatriarchy, and practice anti-oppression in everyday relationships. Our values mean we are building a leaderful movement, with an emphasis on those who have been systematically denied leadership and power.

POSITION SUMMARY

The Development Executive Assistant will play a leading role in the logistical and executive administrative portions of EBCs fundraising efforts. In partnership with Development Department leadership, the Development Executive Assistant provides proactive and self-directed support to the whole team, with an emphasis on scheduling and planning, internal communications, data entry and gift processing, research, and administrative support for EBCs donor communications. This role anchors the organizations donor services work, providing timely support with a customer service mindset. As a confidential employee, the Development Executive Assistant will also provide ongoing executive administrative support for the Director of Development, with an emphasis on calendar and email support, preparation of internal reports, and prospect research. This may at times include providing executive assistant support to the Executive Director, particularly as it pertains to fundraising. Critically, the Development Executive Assistant will exercise independent judgment and discretion in creating and maintaining a research-driven calendar of meetings and events to keep the Director of Development and key organizational leaders in conversation with current and prospective funders and donors throughout the year. The position requires the flexibility to work some weekends and evenings as necessary. Preference will be given to people living in the Bay Area, CA.

PRIMARY ROLES AND RESPONSIBILITIES

Administrative Support (30%)

Ensure that all meetings and correspondences involving the Development Team run smoothly and professionally, including calendar management, taking meeting minutes, and following up on action items.

Data entry (Salesforce, Apsona, and Google Sheets) and digital filing (Google Drive, Box).

Task management via online project management platforms (Monday.com).

Coordination of seasonal mailers (print) and support with drafting email outreach.

Support with the preparation of donor outreach campaigns, such as holiday postcards, end-of-year mail, and email campaigns.

Perform recurring administrative tasks (credit card reconciliation, annual invoices and payment for external vendors, etc.) to support team operations.

Support with preparation for donor and funder meetings, including creating notes and documents for leadership.

Research tasks for fundraising projects as needed.

Coordinate and execute logistics for meetings, travel, and events convened by the development team.

Support development team in donor event planning, including preparing event materials, tracking and executing donor outreach, and providing on-site, in-person day of event support.

Track and maintain inventory of development materials.

Donor Services (20%)

Gift processing and acknowledgment letters, including coordination of acknowledgment phone calls and bank deposits as needed.

Respond to donor inquiries, including phone calls, voice messages, and emails sent to give@ellabakercenter.org to provide timely and appropriate support.

Proactively identify newly lapsed donors (expired credit cards, etc.) and reach out to support as needed.

Calendaring and Coordination for Director of Development (50%)

Coordinate the Director of Developments schedule with internal stakeholders and external partners, maintaining a solid understanding of organizational needs to support effective prioritization.

Manage email correspondence and optimize the flow of information to support decision-making and ensure timely responses.

Assist in the preparation of documents and presentations for both internal and external meetings, including pre-meeting briefing documents, internal reports, slide decks, and related documents.

Coordinate and execute logistics for meetings, travel, and events convened by the Director of Development.

Monitor tasks and projects (via Monday.com) to keep projects moving.

In collaboration with the Director of Development and Executive Director, conduct ongoing research on prospective donors, funders, and strategic partners.

Regularly conduct outreach to prospective funders, donors, and partners to secure meetings with the Director of Development and / or Executive Director.

Play a key supporting role in special projects, including coordination for the annual donor organizing training program.

In a limited capacity, may provide interim support for the Executive Director if the Executive Assistant is out for an extended period of time.

REQUIRED QUALIFICATIONS AND SKILLS

At least 2-4 years of experience in an administrative role or equivalent experience.

Ability to exercise discretion and maintain confidentiality when working with sensitive information.

Excellent communication skills, including the ability to clearly and effectively communicate with director-level staff and high-level stakeholders.

Sense of ownership of mission-critical support work, remaining proactive in moving support work forward while gracefully responding to shifting and / or new priorities.

Excellent writing skills, with the ability to draft and edit formal documents, draft letters and emails on behalf of organizational leaders, and effectively translate verbal communications into written form.

Excellent problem-solving skills, with a solution-oriented mindset and ability to apply sound judgment and critical thinking abilities to a diverse range of situations.

Experience managing confidential information with sensitivity.

Customer service and / or donor service experience is strongly preferred.

Experience with data entry is strongly preferred.

Familiarity with the criminal justice landscape in California and / or the San Francisco Bay Area is a plus.

Bilingual Spanish and English are a plus.

REPORTING RELATIONSHIP

This is a full-time, salaried, exempt position based on-site at our Oakland, CA office. Regular in-office attendance is required for this role and participation in occasional weekend, evening, or special events and activities may be required. The Development Assistant reports directly to the Director of Development.

SALARY AND BENEFITS

Salary range : $68,650-$72,000, depending on professional and lived experience. The Ella Baker Center for Human Rights offers a competitive benefits package to its full-time employees, which includes employee health, vision, dental, chiropractor, acupuncture, LTD, life insurance, EAP, paid holidays, vacation and sick time, and the option to enroll in a 401k program. We cover 100% of the employee-only premiums for all medical coverage. Medical coverage begins the 1st of the month, after the date of hire.

EVERYONE WELCOME

The Ella Baker Center is an equal opportunity employer. Individuals of color, 2SLGBTQIA people, individuals with past involvement in the criminal legal system, or who have loved ones currently or formerly impacted by the criminal legal system are strongly encouraged to apply. We do not require candidates to have a degree, and we welcome candidates with nontraditional backgrounds. We believe in both the necessity in building a broad, diverse movement to effectuate change and the importance of centering the experiences and leadership of those most impacted by the legal system. We are committed to investing in the leadership of people of color and formerly incarcerated people. If you are wondering if you are qualified to apply, please do.

HOW TO APPLY

Submit the following application materials through the Ella Baker Website Careers Tab : https : / / ellabakercenter.org / careers /

Cover letter including a description of your interest in the position and qualifications.

Resume.

Writing sample that demonstrates an ability to communicate clearly and efficiently.

COVID VACCINATION

The Ella Baker Center for Human Rights recommends vaccinations to prevent the spread of communicable diseases. Fully vaccinated is determined two weeks after completing a primary immunization with a COVID-19 vaccine, with, if applicable, at least the minimum recommended interval between doses. All newly hired employees are requested to report their vaccination status and to provide proof of vaccination. The Ella Baker Center for Human Rights requires all employees to wear a mask when working within the building and at EBC-sponsored gatherings. Employees may be legally entitled to a reasonable accommodation if they cannot be vaccinated and / or wear a face covering (as otherwise required by this policy) because of a disability or if the provisions in this policy for vaccination and / or testing for COVID-19, and / or wearing a face covering conflicts with a sincerely held religious belief, practice, or observance.

START DATE : March 2025

Nothing in this job description restricts Ella Baker Centers right to assign or reassign duties and responsibilities to this job at any time. Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

Salary : $68,650 - $72,000

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