Do you want to be part of one of the leading environmental and climate justice organizations serving Asian immigrant and refugee communities in the country? Are you ready to collaborate with a solid, committed team, including experienced co-directors, in a supportive and inclusive work environment? APEN is looking for an Administrative Specialist who will serve as a liaison, strategic thought partner, and provide advanced administrative and relationship support for our Co-Directors. This is a full-time hybrid position based in Oakland, CA and will require some evening and weekend hours. The Administrative Specialist reports to the Co-Director and will work closely with APEN’s Leadership Team and infrastructure staff. This role requires an excellent sense of prioritization, strategic communication, and discretion. Supporting APEN in this position requires superb attention to detail as a high-level manager of work flow across the organization, executive scheduling, correspondence, travel, event planning, and logistics. The Administrative Specialist must have an ability to work well under pressure, multi-task, juggle multiple deadlines and work well with a diverse population. Trust building and work compatibility is critical.
Primary Roles and Responsibilities
Provide executive support at a high level, regularly anticipating the Co-Directors’ needs, assessing priorities, and acting efficiently and quickly to keep projects moving.
Provide sophisticated calendar management for Co-Directors. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
Manage meeting preparation, note taking, and follow up for key meetings.
Research and prepare briefs as needed.
Screen incoming telephone calls and answer routine correspondence.
Prioritize and facilitate follow-up on the Co-Directors’ internal and external commitments.
Complete expense reports and travel reimbursements on behalf of the Co-Directors.
Provide a bridge for smooth communication between the Co-Directors and staff, demonstrating leadership to maintain credibility, trust, and support with the Team.
Arrange regular communication with Co-Directors and Board Chair to plan for quarterly meetings.
Act as a liaison and provide support to the Board of Directors. Arrange and handle logistics for Board meetings and events: schedule meetings; draft agendas; develop and distribute presentation materials; and record meeting minutes. Adhere to compliance with applicable rules and regulations regarding Board matters.
Coordinates bi-weekly staff meetings; manage agendas, coordinate with leading staff members, share out prep and materials, and communicate follow ups with all staff.
Provide support for organizational events as needed.
General Operations & Program Support: 10%
Fundraising: engage in fundraising activities as needed, including foundation site visits and major donor solicitations
General Support: support various areas of work within organization as needed and identified
Deeply committed to APEN’s mission and the Principles of Environmental Justice; and shares the commitment of indigenous peoples and the broader environmental justice movement to work toward a Just Transition, defined as shifting from an extractive economy to a regenerative economy that provides well being for all.
At least 3-5 years experience successfully supporting senior level executives in an administrative support role.
Excellent verbal and written communication skills, interpersonal skills, and the ability to take initiative and feedback.
Strong administrative, organizational, and oral and written skills
Proficient in office softwares such as Google suites, Zoom, Asana, Slack, and the ability to learn new or updated software.
Experience staffing Board of Directors’ meetings, conferences, and special events.
Extensive experience managing national travel schedules and long-distance coordination
Able to use discretion and maintain a high degree of confidentiality
Salary and Benefits
APEN offers a generous compensation package with a salary of $72-82K commensurate with experience range, and it also offers its staff a generous benefits package that includes fully paid health, dental, and vision for employees, spouses, and dependents; 2 week paid winter break, 12 days paid vacation, 9 paid holidays, and paid sick time; 5% employer contribution to 401k; health reimbursement account (HRA) and flexible spending account (FSA) including employer contribution to Dependent Care FSA; and an opportunity to qualify for a sabbatical. APEN is a family-friendly employer.
Accessibility and Working Conditions
This position will require applicants to work on a computer daily for long periods of time, and collaborate with colleagues and coalition partners through Zoom, email, and other digital platforms. APEN will provide a computer and other equipment needed to fulfill basic job responsibilities.
This position will be a hybrid (remote/in-person) position working out of the Oakland office. Candidates will need to be able to work in-person at our downtown Oakland office, and must live in or be willing to relocate to Alameda or Contra Costa County. In addition, this position will also follow APEN’s COVID safety policies and protocols regarding in-person work. Masks are required to be worn in APEN offices and indoor events, with the exception of eating and drinking. All employees also are required to be vaccinated as part of our safety policy.
APEN will continue to closely monitor local and state health officials guidance around COVID and any additional guidelines around safety for people to return to offices and gather in-person as needed.
This position may occasionally require work during irregular hours including on nights or weekends, and will require occasional travel within California.
We provide reasonable accommodations for the application, interview, or any other aspect of the internship selection process to applicants with disabilities. Please email firstname.lastname@example.org to request an accommodation.
This position was posted on May 16th, 2023 . Applications are due electronically by May 30th, 2023. Incomplete applications will not be accepted.
Please email with the subject line “Administrative Specialist ” to email@example.com. The email must include three enclosures:
Cover letter describing interest in the position
Three references, including at least one previous supervisor.