Operations and Executive Assistant
About the Partnership for Working Families
The Partnership for Working Families (Partnership), with our 20 affiliate organizations, is driving a progressive agenda to harness the power of cities and influence billions of dollars in public and private investment to advance the public good. Our network is building powerful governing coalitions with a grassroots base of leaders to advance a vision of just, sustainable, and democratic cities by:
-Restructuring our economy to advance economic, racial and gender justice,
-Reshaping our built environment to create healthier communities and slow climate change, and
-Remaking our democracy by building power through civic engagement and leadership development.
The Partnership is seeking a motivated, organized, inquisitive and detail-oriented individual, with a commitment to social justice, to help our operations and programs be as effective as possible. The Partnership sees the Operations and Executive Assistant role as the “CEO” of making sure everything runs smoothly and providing critical support to make it easy for staff to do their jobs. This person will be a thought partner in creating efficient and user-friendly systems for a remote work team. The Operations and Executive Assistant reports directly to the Finance and Operations Director.
Bookkeeping Support (35%):
-Oversee and process all bills, checks, invoices and reimbursements (accounts payable and receivable)
-Process company credit card statements
-Process payroll and benefits
-Monitor all fiscal sponsor project income and expenses, including keeping their director updated on all incoming bills and income
-Manage all state requirements for staffing (ex. insurance)
-Coordinate annual audit, including scheduling, managing checklists, and gathering documents
-Assist with additional financial tasks
Administrative Support (25%):
-Manage all phone and email general inquiries
-Handle mail, print jobs (ex publications) and all vendor relationships
-File and maintain organizational paperwork
-Purchase offices supplies
-Oversee the cleanliness and organization of the main Oakland office
-Fill the role of Safety Officer, monitoring and assessing hazardous and unsafe situations and developing measures to assure personnel safety
-Assist Communications Director with uploading postings to website and social media accounts, including distributing job listings for affiliates
Executive Support (15%):
-Provide clerical, scheduling and travel arrangement support to the Executive Director and Deputy Director
-Complete monthly company credit card expense forms for Executive Director and Deputy Director
-Support Board functions, including scheduling, and other assignments as requested
Event Planning & Management (15%):
-Support all logistics involved in organizing approximately 6 meetings and events per year, including a 300-person conference every 2-3 years
-Work with staff team to schedule internal meetings, calls, and support for our affiliates as necessary
Technology Support (5%):
-Manage the maintenance and coordinate the use of computer and office technology/equipment
-Manage and maintain all software and applications in use in the organization (ex maintain and monitor G Suite accounts, track and manage licensing and updates of installed software)
-Provide support to staff when tech support is needed (ex coordinate with technology vendors when equipment malfunctions)
Human Resources Support (5%):
-Support the recruitment and orientation of new employees (as well as the exit process)
-Support the Finance and Operations Director in implementing and monitoring the personnel policies as listed in the Partnership Employee Handbook, obtaining and managing health, flex and retirement benefits programs
Other duties as assigned by the Finance and Operations Director.
-Alignment with the Partnership’s organizational values.
-Demonstrated commitment to social, racial, gender, economic and environmental justice.
-Positive attitude and flexibility - things change and you’re both proactive and ok with that, especially in a fast-paced environment.
-Inquisitive approach with an eye to planning for the future - you ask the questions needed to create systems that work for immediate and future needs.
-Extremely detail-oriented self-starter - you pay attention to details and thoroughly check work.
-Excellent written and verbal communications skills - you practice the rigor needed for spelling, grammar, and concise and clear communications.
-Comfortable supporting technology platforms and hardware - you have a can-do attitude when it comes to technology.
-Outstanding organizational and time management skills and the ability to manage multiple tasks simultaneously
-Experience with technology platforms for a remote staff preferred (Google Drive, Slack, Zoom)
-Experience with bookkeeping software preferred
Compensation And Location
This is a full-time position, 40 hours per week. We offer a competitive starting salary between $40,000 - $50,000 (based on experience) and generous benefits, including covering full health benefit premiums (health, dental and vision) and a 401k plan with an employer contribution.
The position will be located in Oakland, California.
Please send a letter of interest, resume, and a list of 3-4 professional references including at least one supervisor. Candidates invited to interview may be asked to produce a simple/short writing sample during the interview; second round candidates will be asked to participate in an exercise. Send all application materials to email@example.com and include “Operations and Executive Assistant” in the subject line. No phone calls, please. Applications will be reviewed on a rolling basis starting in June 2019. Position is open until filled.
The Partnership for Working Families is an equal opportunity employer and committed to a diverse and inclusive workforce. We strongly encourage and seek applications from women and gender non-binary people, people of color including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. We do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender/gender identity, marital status, sexual orientation, age, disability, or veteran status.
Areas of impact
- Social Sector