Administrative Assistant

Title: Administrative Assistant

Employment Type: FullTime/Salary NonExempt

Wage: Hourly wage of 26.44 to 31.25 (annual salary of $55000 to $65000 base pay

Department: Administration

Reports To: Deputy Director of Administration & HR

Position Location: Bay Area Los Angeles Sacramento Fresno Riverside

Work Schedule: Four Day Work Week: Two 2 days in office two 2 days remote. However there

may be certain circumstances like pressing deadlines or peak business periods

where it becomes necessary for the organization to temporarily switch to a fiveday

work week.

California Environmental Voters (EnviroVoters) and EnviroVoters Education Fund (Ed Fund) are excited

to launch a search for an Administrative Assistant to join our dynamic fun and highperforming team!

WHO WE ARE

We believe this moment requires transformative change.

The climate crisis is here. And Black Indigenous and people of color have been bearing the burden of our pollutionbased economy for generations. We have the solutions to stop climate change but we lack the political will to do it at the rate and scale thats needed.

EnviroVoters is building the political power to solve the climate crisis advance justice and create a global roadmap for action. To protect our water land air and our most vulnerable communities we organize voters elect and train candidates and hold lawmakers accountable for bold policy change.

We wont stop until we have resilient healthy thriving communities with a democracy and economy that are just and sustainable for all.

RESPONSIBILITIES

Reporting to the Deputy Director of Administration & HR the Administrative Assistant performs a wide range

of administrative and office support activities for the Senior Leadership Team and Human Resources to

facilitate the efficient operation of EnviroVoters and the Ed Fund. This role requires exceptional attention to

detail organizational skills and the ability to manage multiple tasks efficiently and professionally.

• Calendar Management: Schedule and coordinate complex calendars for the Senior Leadership Team ensuring meetings and appointments align with organizational priorities.
• Credit Card Management: Maintain an online credit card request form transfer submissions into a credit card tracking spreadsheet ensure proper coding and documentation for all charges and manage the receipt collection process. This includes requesting receipts from colleagues organizationwide and reconciling recurring charges.
• Contract Preparation: Oversee the contract preparation process including drafting contracts obtaining necessary approvals and signatures sending executed contracts and maintaining an organized filing system for all contract documents.
• Expense and Reimbursement Processing: Prepare reimbursements for the Senior Leadership Team ensuring accuracy and adherence to organizational policies.
• Timesheet Support: Collect biweekly timesheets and signatures in DocuSign send out initial and second timesheet reminder email file into digital files from DocuSign and rename the files keep accounting and HR informed when new timesheets are in.
• Handle office tasks such as filing generating reports and presentations setting up meetings event logistics scheduling conference calls and virtual meetings.
• Schedule and coordinate travel arrangements for leadership and staff.
• Prepare agendas for meetings.
• Maintain and order office supply inventories.
• Receive/collect invoices and receipts review for accuracy prepare and process for payment.
• Coordinate maintenance of office equipment.
• Generate reports review contracts create presentations and conduct research.
• Greet and assist visitors.
• Maintain polite and professional communication via phone email and mail.
• General clerical duties including photocopying scanning and mailing.
• Maintain electronic and hard copy filing system.
• Resolve administrative problems and inquiries.
• Prepare written responses to routine inquiries.
• Prepare and edit documents including correspondence reports drafts memos and emails.

MUST HAVES

• Proficient computer and software skills including Microsoft 365/Teams OneDrive Word Excel PowerPoint Outlook and data management.
• Comfortable working in a fastpaced environment.
• High degree of attention to detail and problemsolving skills.
• Data entry experience.
• Proven strong administrative assistant experience.
• Excellent time management skills and ability to multitask and prioritize work.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Ability to anticipate the needs of others to ensure a seamless and positive experience.
• Excellent time management skills and ability to multitask and prioritize work. Knowledge of Diversity Equity and Inclusion (DEI).
• Ability to engage with diverse staff and leadership to promote collaboration between departments and levels of leadership.

NICE TO HAVE

• Project Management Skills: Experience in managing small projects or coordinating events.
• Knowledge of Office Equipment: Familiarity with office equipment like printers and scanners.
• Customer Service Skills: Experience in customer service roles enhancing the ability to interact positively with external partners and colleagues.
• Basic Accounting Skills: Understanding of basic accounting principles for handling invoices and budgets.
• Knowledge of office management systems and procedures.

WHAT ELSE YOU SHOULD KNOW

This is an outstanding opportunity for a highly motivated professional to assume a pivotal role in this highly respected organization. California Environmental Voters offers competitive salaries and a generous benefits package including a 4Day Work Week 4DWW) policy 12 days of PTO 3 weeks equivalent given the 4DWW) and 12 Federal and State holidays plus a paid week off at the end of the year 5 days of bereavement leave health and dental benefits section 125 plan a 401(k)retirement program with up to 3 employer match; flexible spending account (FSA) for health care expenses; subsidized commuter program; and optional life insurance.

HOW TO APPLY

Apply through our careers portal which you can access here. We look forward to receiving your application and learning more about you! Thank you for your interest in EnviroVoters!

EnviroVoters and EnviroVoters Ed Fund has a deep commitment to equity and fostering a culture of inclusion. EnviroVoters invites and encourages applications from all qualified individuals including from groups that are traditionally underrepresented in employment who may contribute to further diversification of our organization.

As part of this commitment we will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process and to perform essential job functions please contact

We are an equal opportunity employer and do not discriminate in hiring or employment based on race color religion national origin gender marital status sexual orientation age disability veteran status or any other characteristic protected by federal state or local law. We offer competitive salaries generous benefits and a pleasant working environment. Salary is based on a nonprofit scale and commensurate with experience.