EXECUTIVE ASSISTANT
POSITION: Executive Assistant
REPORTS TO: Executive Director
STATUS: Non-Exempt, Part-Time
COMPENSATION: DOE $20-25 per hour, 15-20 hours per week
BENEFITS: Holidays, Sick, and Vacation
LOCATION: Richmond, VA
JOB SUMMARY:
Equality Virginia is looking for an exceptionally detail oriented Executive Assistant to provide administrative support for the Executive Director. This position serves as a primary point of contact for external constituencies and as a liaison to the Board of Directors and leadership team. Primary responsibilities include scheduling, screening and drafting correspondence, general administrative and fundraising support, meeting preparation, travel arrangements, record keeping, synthesizing information, and meeting minutes notation. The Executive Assistant must be able to work independently, under pressure, and with absolute confidentiality and discretion. Some evenings and weekends are required. This is a dynamic position in the organization that interacts with elected officials, stakeholder leaders, board members, leadership team members, donors, staff and volunteers.
This position is a part time position for the remainder of 2023 with potential to be transitioned to a full time position in 2024.
About the team and you:
At Equality Virginia, we are committed to using an intersectional approach in our work. Equality Virginia’s work focuses on macro-level systems change and our success is inherently tied to the collective liberation of all oppressed peoples.
Frequently cited statistics show that femme, trans, and nonbinary people, as well as Black, Indigenous, and people of color of all backgrounds apply to jobs only if they meet 100% of the qualifications. Equality Virginia encourages you to break that statistic and apply. No one ever meets 100% of the qualifications. Equality Virginia’s team engages in hard work and heart work and the team values authenticity, empathy, compassion, and kindness–we’re a close-knit team that works together regularly.
We look forward to reviewing your application.
EXECUTIVE AND ADMINISTRATIVE SUPPORT:
Maintain the Executive Director’s calendar, schedule all meetings, and ensure schedules are followed and respected.
Maintain a calendar of annual license, certification, and other annual filing renewals, and prepare necessary paperwork required for timely renewal.
Screen requests for speaking engagements and event participation.
Answers and evaluates all incoming phone calls to the organization, either handling them or forwarding them to the appropriate staff.
Conducts research, edits, proofs, and prepares background information and presentation materials for the Executive Director prior to meetings and public events.
Update and manage contact information for stakeholders, funders, board members, elected officials, news media, and personal contacts.
Drafts and proofreads internal and external correspondence, reports, and other materials.
Prepare and organize key documents for signature, comments, decision, or action.
Work closely with the Executive Director to anticipate their needs, plan for the near-term, conserve executive’s time and align work-flow to ensure thorough and timely preparation.
Develop and maintain extensive filing and project tracking systems for correspondence, business matters, and related data according to relevant document retention policies
Assisting in managing employment searches as requested.
BOARD/SENIOR MANAGEMENT SUPPORT:
Provide support to the Board of Directors including drafting agenda packets, taking
minutes, setting and maintaining annual calendars and schedules for the board and its
committees, and maintaining organizational records at the direction of the Executive Director.
Assist with board and donor meeting planning including preparation of background information, proposals, and reports.
Provide support for internal and external meetings including scheduling, duplication of
materials, setting up space, arranging food and beverage, and taking notes.
Research and synthesize media coverage, complex policy reports, program models, and other written or verbal information into a written summary or talking points.
Respond to public requests for information regarding the organization at the direction of the Executive Director.
Serve as the crisis control manager, maintaining communication, and executing emergency plans in the absence of the Executive Director.
DEVELOPMENT SUPPORT (as needed)
Conduct donor and grant research.
Assist in drafting and submitting foundation letters of intent, proposals, and reports as needed.
Track, enter, and maintain relevant donor information in EveryAction.
Set up donor meetings and events.
Assist in the cultivation, management, and recognition of volunteers.
FINANCE SUPPORT
Assemble and make deposits at least weekly using a remote check scanner or in-person bank visits.
Create and send invoices.
Track expenses, draft expense requests, and complete credit card reports.
Assist in preparation of financial reports for the bookkeeper.
Track, enter and maintain incoming bills and invoices for approval by the Executive Director.
Submit bills to Bill.com and manage distribution of checks.
Assist in assembling documentation to support grant invoicing.
Assist in preparing documentation for annual financial audits.
Assist staff in answering basic finance and financial management software questions.
GENERAL DUTIES:
Provides administrative support for team members, board of directors
Provide administrative support for event and fundraising activities
Support planning staff and board retreats and other employee engagement events.
Participate in staff meetings, planning meetings, and other meetings as required.
Handle a variety of special projects and other related duties, as assigned.
Collaborate with staff leaders, external contractors, and community stakeholders.
Represent the organization in collaborative working groups and in maintaining relationships with other LGBTQ+ and allied organizations and community leaders.
REQUIREMENTS:
Passion for Equality Virginia’s mission and work to create a commonwealth where LGBTQ+ people thrive, a commitment to follow all policies and procedures of the organization, and a focus on long-term sustainability.
Experience: A minimum of 3 years executive administrative support experience are required, preferably in a nonprofit setting;
Computer/Office Equipment Skills: Advanced proficiency working with EveryAction, Google Drive, and Microsoft Office, particularly Outlook, Word, Excel, PowerPoint, OneDrive, and Team; Must also be able to type 40-50 WPM. Working knowledge with Asana, Canva, Slack, Bill.com.
Access to reliable automobile transportation with a valid driver’s license and proof of insurance is required. This position will be required to pick-up and deliver materials on occasion.
Physical Demands: The person in this position may be required to sit or stand for extended periods, move objects up to 25 pounds, operate office equipment, open and close filing cabinets and boxes, observe visitors, and communicate messages by telephone.
Language and Writing Skills: Proficiency in English is required; ability to speak/read/write/translate in languages other than English is a plus. Excellent interpersonal, verbal, and written communication skills, with the ability to communicate in a tactfully assertive manner; superior spelling, grammar, AP style copy editing skills are required.
Offer of employment may be contingent on satisfactory results of a criminal history background check.
Employees must be legally permitted to work in the United States.
Equality Virginia is a drug free workplace, employees may be subject to a drug test.
Vaccination Requirement: As an organization, we fully support COVID-19 vaccinations and are requiring new employees to have proof of full vaccination, including boosters. Documentation will be required prior to your first day of work.
QUALIFICATIONS AND EXPERIENCE:
Experience working with the LGBTQ+ community and familiarity with issues of particular relevance to LGBTQ+ people including a demonstrated ability to work effectively with people of diverse races, ethnicities, nationalities, sexual orientations, gender identities, socio-economic backgrounds, religions, ages, English-speaking abilities, immigration status, and physical abilities in an intersectional environment.
Strong political acumen and critical thinking skills with a proven attention to detail, organization, and timely independent decision making.
Ability to synthesize information and manage competing priorities and constituencies. Strong political acumen and ability to handle agency information and correspondence with strict confidentiality and discretion.
Sound judgment to prioritize tasks and limit distractions.
Experience planning and organizing events.
Hustle and Attitude – Ten steps ahead of the Executive Director, anticipating every move in order to help conserve time and drive efficiency.
Dedication to making the impossible possible. Willing to do whatever it takes to get the job done with a consistently positive outlook and attitude.
A creative problem-solver, excellent ability to troubleshoot.
Proactive and self-motivated under tight deadlines, with the ability to take direction and function under high pressure.
Helpful and hopeful demeanor, focused on customer service, and a proven ability to establish solid connections and build successful relationships that support the mission.
Regular, consistent and punctual attendance. Must be able to work occasional nights and weekends with a variable schedule and occasional short-trip travel.
Values confidentiality, discretion, tact in the workplace and proper social media etiquette.
This job description is not designed to cover or contain a comprehensive listing of activities,
duties or responsibilities that are required of the employee. Duties, responsibilities and activities
may change, or new ones may be assigned at any time with or without notice.
ABOUT THE ORGANIZATION:
Equality Virginia works to create a Virginia where LGBTQ+ people thrive. We support the health and wellness of the most marginalized, advocate for equality and justice, and work to build a culturally rich LGBTQ+ community.
EQUAL OPPORTUNITY:
Equality Virginia is proud to be an equal opportunity employer. People of color, women, persons with disabilities, and persons who are lesbian, gay, bisexual, transgender or intersex are encouraged to apply. The organization maintains a policy of nondiscrimination with respect to employees and applicants for employment. No aspect of employment will be influenced in any matter by race, color, religion, sex, age, national origin, marital status, ethnicity, religion, sexual orientation, gender identity and/or expression, physical disability (including HIV or AIDS), medical/mental condition, perceived physical disability or veteran status, or any other basis prohibited by statute.
TO APPLY:
Please submit application materials (resume and cover letter) to the Executive Director at [email protected]. Posting will remain up until the position is filled.
