Executive Assistant - Oakland Office
Prevention Institute (PI), a nonprofit, national center is seeking applications for the position of Executive Assistant to support our Oakland office. Determined to improve health and safety for everyone, PI builds prevention and equity into key policies and actions to transform the places where people live, work, play, and learn. PI’s work is characterized by an interdisciplinary approach and a strong commitment to community participation and promotion of equitable health outcomes among all social and economic groups. Since its founding in 1997, PI has forged a strong track record in developing tools, building momentum for primary prevention, and in moving policy- and decision-makers toward an ever greater focus on community well-being and prevention. Our topical work includes advancing community prevention through health systems transformation; promoting health equity; fostering healthy environments, such as those that support healthy eating and active living; mental health and well-being; and preventing injury, including unintentional injuries, violence and trauma.
- Support work of up to two directors: Manage overall calendar, daily schedule; and travel arrangements; prepare meeting, travel, presentation, and conference materials. Prepare, submit and track expenses and expense reports; handle correspondence, including screening and tracking emails, drafting and responding to memos, writing letters, preparing follow-up memos from meetings, conferences, etc.
- Prepare agendas and materials for meetings facilitated by directors.
- Conduct research; gather and synthesize information.
- Work on special projects such as outreach, grant development, or project support. Assist with organizational needs like deployment/project tracking.
- Represent the organization via phone or in-person meetings.
- Support management meetings and directors’ meetings; compile and disseminate meeting notes as appropriate; handle correspondence in follow-up to external meetings and conferences.
- Prepare training materials (i.e. presentations and handouts/worksheets).
- Handle confidential and sensitive information that relates to the successful running of an organization and the systems within it.
- Other assignments and duties as needed.
- Experience: Bachelor’s degree required. A minimum 3-5 years relevant administrative and organizational experience in non-profits preferred; technology savvy; computer fluency (PCs, Microsoft Office/Office 365: PowerPoint, Outlook, Word, and Excel). Supervisory experience and skills.
- Communication skills: Excellent written and oral communication skills; ability to convey core concepts and capture written style/voice of the organization and the person you are representing in the communication.
- Interpersonal skills: Exceptional interpersonal skills; ability to interact with staff and external partners; represent senior management; understand organizational dynamics. Collaborative, team-oriented and willing to lead.
- Conceptual skills: Understands primary goals and distinct objectives of core projects; ability to synthesize and understand content issues, primary goals and objectives of multiple projects.
- Supports partnership and funder development and relationships: Strong memory for details related to external partners, key funders; ability to assess needs and appropriately respond to external requests.
- Organizational skills: Well-organized, deadline and detail-oriented.
- Flexibility: Ability to work in a fast paced, highly productive environment; comfortable with changes in priority and direction. Ability to manage assignments/deadlines from multiple directors. Desire to learn and grow; consistently seeking new opportunities and integrating feedback to improve work quality.
- Commitment: Interest in and commitment to performing essential administrative duties and creating effective administrative systems.
**We strongly encourage applicants of color and bilingual candidates to apply**
Salary and Benefits – Competitive compensation, excellent benefit package & retirement plan. Salary level is determined by a review of relevant experience and set according to a principle of organizational equity.
To Apply Please send a cover letter, resume, and brief writing sample by email to email@example.com. No phone calls, please.