Description

Location: East coast; New York, NY preferred; remote telecommute optional
Reports to: Chief Executive Officer

Division: Executive Management
Start Date: ASAP – position open until filled
Position type: Full-time, exempt

Organizational Background

Alliance for Safety and Justice (ASJ) is a national advocacy organization that aims to replace ineffective criminal justice system policies with what works to keep people safe. We represent diverse crime survivors as well as people living with old records as key public safety stakeholders. ASJ brings our members together with state leaders and coalition partners to win reforms that stop cycles of crime, reduce costly incarceration, and make communities safer. We support a range of “shared safety” reforms, including crime prevention, community health, rehabilitation, economic mobility, and trauma recovery. For more information, visit https://allianceforsafetyandjustice.org.

Position Summary

The Alliance for Safety and Justice (ASJ) is seeking an executive administrative professional dedicated to ensuring the efficient, timely, and reliable completion of the Chief Executive Officer (CEO) of ASJ's day-to-day administrative tasks and other administrative needs, who also serves as the National Director of ASJ’s TimeDone program focused on removing barriers for individuals living with an old record. In this high-level support role, the Executive Assistant will manage multiple job responsibilities daily, including but not limited to scheduling and calendar management in line with priorities, booking travel, maintaining and tracking “To do” lists, and other logistical support for meetings and administrative needs. This position requires someone who is comfortable communicating across all levels of staff, partners, members, and funders to ensure tasks get completed in a timely fashion as well as to support internal and external cohesion. This position is for someone who thrives in a fast-paced environment and has strong initiative and attention to detail.

Primary Responsibilities

Planning & Priority Tracking (25%)

• Work closely with the CEO on a daily basis to determine daily, weekly, and monthly priorities and associated meetings, tasks, and preparation needed
• Monitor the CEO’s email inboxes and maintain to-do lists to identify direct and time-sensitive tasks, meetings, requests, and deliverables, and flag accordingly in project management systems (i.e. Asana)
• Take notes and track action items in meetings attended by the CEO as identified
• Collaborate closely with the broader Executive Support Team, including Senior Managers, Program Managers, and Executive or Scheduling Assistants across divisions to align on priorities and scheduling needs 

Calendar and Schedule Management (40%)

• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to direct reports 
• Manage and analyze the CEO’s calendar to anticipate potential scheduling conflicts and recommend re-scheduling options to resolve conflicts
• Create calendar review blocks to review priority requests; when necessary, follow up with staff and people who’ve made requests to gain clarity and determine deadlines
• Schedule all meetings and conference calls on a daily, weekly and monthly basis
• Communicate scheduling needs and changes to external members and partners
• Manage, coordinate, and arrange the CEO’s travel and travel-related activities, including flights, hotels, transportation, meeting space, and meal coordination
• Coordinate logistics for speaking engagements and handle special event invitations on behalf of the CEO

Administrative Duties (35%)

• Draft, review and send communications on behalf of the CEO
• Format information for internal and external communication – memos, emails, presentations, reports
• Provide on-site support (e.g., tech support, on-site meeting coordination as identified) for meetings, conference calls, and video conferencing 
• Compile the CEO’s expenses and receipts and prepare and submit organizational P-card and reimbursement reports with accurate financial coding in collaboration with the Finance & Accounting department
• Display the utmost level of discretion and ethical standards in managing, organizing, and safeguarding confidential information
• Other duties and special projects, as assigned (i.e. phone banking to members, contacting partner organizations to set up meetings)

Requirements

Required Qualifications

• 6 years assisting a high-level executive, preferably in a campaign or social justice advocacy setting
• Ability to anticipate needs and solve problems autonomously (and sometimes creatively)
• Ability to utilize or quickly learn technical tools such as travel management (TripActions), video conferencing (Zoom), email management (GMail), project management tools (Asana, Slack) and expense management (Concur or equivalent)
• Proficiency with Google’s productivity suite (calendar, email, drive, docs, sheets)
• A keen attention to detail and a positive can-do attitude
• Flexibility, adaptability, and patience in dealing with multiple quickly shifting priorities and demanding timelines
• Expert organizational and follow-up skills; takes initiative to ensure tasks are completed
• Outstanding verbal and written communication skills
• A passion for ASJ's mission to reduce the prison population by replacing prison waste with smart and safe solutions that keep crime survivors at the core

Working Conditions & Physical Demands

• Some travel will be required
• Requires use of a desktop, laptop, or video display terminal
• Requires routine physical movements with limited physical exertion
• Ability to communicate, receive and understand information through oral and written communication and proofread and check documents for accuracy
• Requires communicating information with co-workers, stakeholders, and/or the public; reading correspondence, instructions, and/or technical documents; writing correspondence and/or reports and filling in forms

Compensation and Benefits

Salary will be commensurate with experience. The Alliance for Safety and Justice offers a competitive benefits package including health/vision/dental insurance, retirement 403b match benefit and paid sick, holiday and vacation leave.

To Apply 

Applications should be submitted via the posting link on ASJ’s jobs page. Please submit a cover letter indicating your interest in ASJ, the role, and your related experience, your resume, and 3-4 professional references.

The Alliance for Safety and Justice is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical conditions. Reasonable accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application. Employment with Alliance for Safety and Justice is at-will. This means that employees are not guaranteed employment for a set time and that they or ASJ may end employment at any time, with or without notice, and with or without cause. No manager, supervisor, or employee of Alliance for Safety and Justice has the authority to enter into any agreement modifying the at-will nature of employment.