Greenlining is an equal opportunity employer committed to a diverse workforce. Greenlining is committed to building and maintaining a diverse staff and an inclusive workplace that values equity. We welcome applications from immigrants, BIPOC, LGBTQ+ applicants, and people with lived experience in poverty.

Job Title: Executive Assistant

Classification: Non-Exempt, Sr. Coordinator, Non-Union, 35-Hour Work Week       

Reports to: Chief of Staff             

Grade Level: 7         

Overview:

The Greenlining Institute works towards a future where communities of color can build wealth, live in healthy places filled with economic opportunity, and are ready to meet the challenges posed by climate change.

We work with communities of color to:

• Understand and analyze the racist barriers to economic opportunity.

• Demand accountability from the public and private sectors to combat injustice.

• Foster consensus-building that produces long-term change and success.

• Bridge research and policy to spearhead innovative strategies at the intersections of racial, economic, and climate equity.

To achieve our vision, we focus on four strategic issue areas:

1. Economic Equity

2. Climate Equity

3. Transformative Communities

4. Leadership Academy

The Greenlining Institute is deeply committed to justice and equity not just in the work we do in communities, but also within our organization. We actively work to create a diverse, inclusive, and supportive workplace that values lived experience, community wisdom, and racial equity. We particularly encourage applications from Black, Indigenous, and People of Color (BIPOC), immigrants, LGBTQ+ individuals, and those with lived experiences in historically marginalized communities.

Please note: you are not required to list your academic institution if you prefer not to disclose that information. To learn more about our work and impact, please visit www.greenlining.org

The Opportunity:

Reporting to the Chief of Staff, the Executive Assistant provides high-level executive support to the CEO and operates as a key member of the Executive office trifecta alongside the CEO and Chief of Staff. The Executive Assistant serves as a primary point of contact for the CEO, partners closely with the Chief of Staff to ensure alignment on priorities, workflows, and initiatives, and acts as a liaison with internal teams, external partners and the Board of Directors.

The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-focused, and community-oriented. The ideal individual will demonstrate sound judgment in a variety of situations and possess strong written and verbal communication, administrative, and organizational skills. The ability to maintain a realistic balance among multiple priorities is imperative. The Executive Assistant should possess the composure and agility to manage a wide range of activities and handle confidential matters with discretion.

Program Responsibilities 

Internal Coordination

• Serve as the central hub for the CEO’s office, coordinating vital correspondence and workflows with the Policy, Development/Communications/Events, Finance/ Operations/HR  and Leadership Academy teams.

• Facilitate the flow of critical information across departments by collecting and synthesizing materials into event or meeting briefs; in close coordination with the Chief of Staff (COS), ensure the CEO is fully briefed and that teams receive timely executive feedback, decisions, and approvals.

• Work in lockstep with the Chief of Staff (COS) to synchronize the CEO’s schedule with organizational strategy.

Calendar, Travel & Event Management

• Own the CEO office and Executive team calendars, proactively resolving conflicts and prioritizing high-impact engagements.

• Lead end-to-end logistics for board meetings, retreats, convenings, and executive events, including site selection, and on-site execution.

• Manage comprehensive travel arrangements, ensuring the CEO is prepared for every leg of the journey.

Executive Operations & Finance

• Partner closely with the Chief of Staff (COS) to align the CEO’s schedule with organizational priorities.

• Capture minutes for key meetings and—more importantly—summarize action items and track follow-ups to ensure nothing falls through the cracks.

• Process expenses, manage vendor communications, and support the administration of budgets associated with the Executive office.

Board Engagement and Coordination

• Support the Chief of Staff, on board engagement and governance; execute and follow through on administrative, logistical, and coordination tasks to ensure Board members are informed, supported, and engaged.

• Coordinate logistics and materials for Board meetings, dinners, retreats, and convenings—including scheduling, preparation of materials, and travel and accommodations for the CEO and guests—in alignment with direction from the Chief of Staff.

• Record, synthesize, and distribute minutes for Board and committee meetings; track decisions and action items and follow up with internal teams to ensure timely execution and accountability.

Other General Duties

• Supports strengthening commitment and support from funders, including prioritizing scheduling meetings and tracking follow ups in a timely manner. 

• Contributes to a work environment and culture that is centered on equity and inclusion

• Handles multiple projects simultaneously tracking milestones, adhering to deadlines, and ensuring required resources are in place.

• Cultivates growth in all core competency areas including Communication, Collaboration, Strategic Innovation, Technical Expertise, Adaptability, and Accountability

The scope of responsibilities is not limited to those listed above and may change as organizational needs evolve. Specific work plan goals are developed each year to inform performance targets.

Key Skills: 

1. Attention to detail

2. Priority management & triage, ability to juggle multiple tasks and multiple deadlines 

3. High level of discretion working with confidential information

4. Diplomacy

5. Project coordination

6. Calm under pressure

QUALIFICATIONS/REQUIREMENTS 

• HS Diploma or GED required, Bachelor’s Degree preferred

• 2-3 years in a similar role, non-profit experience preferred, 

• Demonstrated experience executing and improving operational processes

• Proven ability to manage multiple people-facing processes 

• Proficient on Google Suite and similar operating systems

• Team player with the ability to work independently while also supporting the team's goals and members. 

• Ability to think on one’s feet in response to changing circumstances. 

• Strong project management skills to manage multiple priorities, stakeholders, and workflows. 

• Excellent written and verbal communication skills. 

• Ability to deliver effective and engaging presentations to groups. 

• Ability to prepare reports and business correspondence. 

• Commitment to excellence and high standards. 

• Creativity, patience and a sense of humor. 

• Authentic connection to the work and mission of The Greenlining Institute. 

• The scope of responsibilities is not limited to those listed above and may change as organizational needs evolve. Specific work plan goals are developed each year to inform performance targets. 

• This position is a hybrid role based out of Oakland, CA, where a minimum 2 days are required to be in person in the office, with flexibility based on business need.

SALARY: The salary band for this grade level is $76,760 - $85,839. The final offer is dependent on qualifications and experience. New hires can reasonably expect an offer between 76,760 - 81,299

PHYSICAL DEMANDS: The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

Ability and willingness to travel, as needed, to meetings and conferences throughout the state and other locations in the United States;
  
The Greenlining Institute does not discriminate based on race, color, gender (including actual or perceived gender, and gender identity), sexual orientation, age, marital status, educational institution, medical condition, religious affiliation, veteran status, national origin, citizenship status, mental or physical disability, or any other characteristic protected by applicable state, federal, or local law. Greenlining will consider qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. If you need a reasonable accommodation to apply for a job, please let us know. If the reason you need an accommodation is not obvious, we may ask for documentation confirming your functional limitations.

Must be legally authorized to work in the United States. Greenlining does not provide work visa sponsorship or support (e.g., H-1B, OPT, CPT, or other employment authorization sponsorships). All candidates must be I-9 eligible at the time of hire.