Executive Assistant

Job Description

Salary: 30

Organization: Strategic Concepts in Organizing & Policy Education (SCOPE)

Position: Executive Assistant

Employment Type: Full-Time, Non-exempt, Staff Position

Supervisor: Executive Director

Position Description:

SCOPE seeks an experienced Executive Assistant to work closely with the Executive Director (s) and the Board of Directors to provide support for daily operations, project coordination, and administrative duties. The overall responsibilities include assisting with meeting logistics planning and execution, managing calendars and scheduling, ordering and maintaining supply inventories, and providing administrative support to the Executive Director(s) and the Board of Directors. In addition, the Executive Assistant will lead and execute organizational special projects as needed. The Executive Assistant plays a key role in promoting a sustainable, professional, organized, and collaborative atmosphere. This role requires a highly trustworthy, flexible team member who can maintain discretion and demonstrate good independent judgment on significant matters pertaining to organizational success.

Organization Overview:

SCOPE builds grassroots power in low-income communities of color to eliminate economic, environmental, and racial disparities. Established in 1993 in response to the 1992 civil unrest in South Los Angeles, SCOPEs work is grounded in the needs and priorities of South LA residents, who are largely African American, Latinx, and immigrant, and live on the frontlines of pollution and poverty. As a membership-based organization, SCOPE plays a critical role in the movement for systemic changeorganizing marginalized communities of color and poor and working-class residents to ensure that they have a powerful voice in the decisions that impact them. SCOPE organizes communities, develops grassroots leaders, builds alliances, and engages in strategic research and communications to advance policy solutions that shift power and resources to low-income communities of color.

Essential Duties & Responsibilities:

Executive Leadership Support (70%)

Screens all incoming calls and delegates messages for the Executive Director(s), directing queries to the appropriate offices and/or programs

Provides scheduling and logistical support for the Executive Directors internal and external meetings. This includes note-taking, printing materials, disseminating information, meeting follow-ups, food, and room reservations.

Provide logistical support for events and internal programs flexibility to work evenings and weekends as needed.

Attend key meetings with or on behalf of the ED, taking detailed notes and ensuring accurate documentation of discussions and action items.

Serve as a proxy for the ED in meetings when necessary, representing the EDs perspective and ensuring that relevant information is communicated.

Screens and sorts incoming correspondence and general emails for review by the Executive Director (s)

Maintains the Executive Directors calendar, including scheduling and confirming meetings, and keeping the calendar available to SCOPEs Board and Staff

Maintains contact list and files for the Executive Director(s)

Organizes travel schedule for the Executive Director(s), including coordinating airfare and hotel accommodations, scheduling meetings at the destination location, ordering meals, maintaining a file for trip documents, and creating an itinerary

At the direction of the Executive Director(s), assist with communication and coordination for special projects, as needed. This includes setting up meetings, taking and distributing notes, following up on action items to keep projects moving forward, and developing and tracking budgets.

Supports the Executive Director(s) through the creation of documents, communications and digital tools for staff to collaborate and share information across teams, including instruction manuals, mapping out work flows, etc.

General Administrative Support (20%)

Maintains consistent communication with the SCOPE Board of Directors

Supports board committees and general SCOPE Board meetings/retreats, and participates in meetings as needed

Provides administrative and coordination support for organizational event planning, as needed. This includes developing and tracking event and project budgets in real time, and working closely with relevant staff, partners, and stakeholders across the organization to coordinate meetings or events.

Provides support for general office duties such as mass mailings, filing, faxing, copying, etc.

Provides support for donor and membership management, communications, and tracking

Provides support in the implementation of fundraising special events and activities, as needed

Manages organizational calendar for internal and external events

With the guidance of the Executive Director(s), supports systems that share information across components including budgets, contracts, grants, and calendared events

Operations and Facilities Support (10%)

Supports the development and maintenance of purchasing systems and inventory controls, including daily operations supplies and equipment

Supports the daily operations of the office including opening and closing the building

Supports organizational events, meetings, and actions by securing vendors, ordering supplies, and coordinating overall logistics

Essential Knowledge and Abilities:

Minimum of 3 years proven work experience as an Executive Assistant or similar role required

Bachelors Degree preferred, or equivalent combination of education, training, and experience

Strong organizational, project coordination, and problem-solving skills

Ability to maintain sound judgment, flexibility, and patience

Ability to exercise discretion in handling confidential and sensitive matters

Excellent meeting, event planning and logistical coordination skills

Broad knowledge of office administration procedures

Strong verbal and written communication skills (via phone, email, other online communication tools, and in-person)

Proficiency using Microsoft products including Windows and Office Suite

Comfortable using cloud-based technology including Google Suite and dynamic databases

Ability to demonstrate attention to detail while maintaining a high level of accuracy in a fast paced team environment

Impeccable multi-tasking abilities

Team player with the capacity to be resourceful and flexible

Commitment to the principles and goals of SCOPE within a racial and social justice lens

Bilingual in English/Spanish is a plus

Work Environment: This position operates 100% on site in a professional office environment. This role routinely uses standard office equipment such as computers, phones and photocopiers. The noise level in the work environment is usually quiet.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job requires that the employee must occasionally lift and/or move up to 20 pounds. Also required is the ability to listen, hear, speak, read, write, concentrate, and climb stairs, bend, and stoop. Must be able to use a telephone and computer to accomplish a variety of job tasks.

Employment Type: This is a full-time, non-exempt, at-will staff position of 40 hours/week. The schedule may fluctuate depending on organizational needs, and may require occasional evenings and weekends. Non-exempt employees serve a probationary period during their first six months of employment.

Compensation & Benefits: Competitive starting salary of $30/hourly, fully paid benefits (health/dental/vision), 401k, generous vacation and sick time, professional development, and room to grow professionally. SCOPE is a values-based organization committed to challenging discrimination and oppressionpeople of color and people of diverse gender identities and abilities are strongly encouraged to apply.

To Apply: Please submit 1) a one-page cover letter, 2) resume, and 3) three professional references via email to: ; include Executive Assistant in the subject line.

Full-time