Executive Leadership Administrator

Job Description
September 2025

Executive Leadership Administrator
Ella Baker Center for Human Rights
Oakland CA

ORGANIZATIONAL BACKGROUND

The Ella Baker Center for Human Rights (EBC) is a 501(c)(3) nonprofit organization based in Oakland California organizing to shift resources away from prisons and punishment towards opportunities that make our communities safe healthy and strong. Named after civil rights hero Ella Baker we mobilize Black Brown and low-income people to build power in our communities. For over 25 years we have worked from the community to the legislative level to free our people from state violence. We are currently working to end mass incarceration and mass criminalization in the United States through Truth and Reinvestment moving resources away from failed criminal legal policies and into creating opportunities also known as books not bars jobs not jails healthcare not handcuffs. Through our programs such as successful organizing in Alameda County a robust state policy platform and national leadership in the movement to end mass incarceration EBC is building a culture of care to replace cages and cops.

The Ella Baker Center Action Fund (EBCAF) is a 501(c)(4) nonprofit organization and a separate but affiliated organization with the Ella Baker Center for Human Rights. EBCAF mobilizes our communities current and formerly incarcerated people their loved ones people who are low income and Black and Brown communities to exercise their full political power and hold institutions accountable. Like our namesake Ella Baker we understand that true power lies within the people. EBCAF was born out of the vision to further build power amongst those most impacted by incarceration and criminalization. We mobilize these communities to ensure that our elected officials are focused on addressing the root causes of harm in our communities instead of investing in failing institutions such as prisons and policing that exacerbate that harm.

OUR VALUES

At the Ella Baker Center we win by doing our liberation work in alignment with and guided by our core values:

1. Prioritize people most impacted by policing and prisons
2. Accountability
3. Black Liberation
4. Interconnection
5. Transformation
6. Culture of Care and Healing
7. Self-Determination

The ideal candidate at EBC understands that our work uplifts the leadership and strategies of those most impacted by the criminal system. Our core commitment is Black liberation as it is Black and Brown communities most harmed by policing and prisons; Black liberation is how we free them all. We practice accountability to our communities and each other by giving and receiving feedback communicating directly and practicing a culture of restorative justice.

Were looking for team members who are dedicated to creating a more just world individuals who are not only passionate about transforming society but also open to being personally transformed through community organizing and the shared work of building systems of care wellness and healing. We welcome individuals who are excited to root themselves in our work and become part of our organization and community in Oakland.

POSITION SUMMARY

The Executive Leadership Administrator provides exceptional administrative logistical and on-site support to the Executive Director and Managing Director. This role manages complex schedules enhances productivity and ensures seamless operations across the organization. This position plays a strategic role in enabling executive leadership to focus on advancing EBCs mission by streamlining operations anticipating organizational needs and managing critical relationships.

The Executive Leadership Administrator provides essential support to the Board of Directors by assisting the Executive Director with communication and coordination of meetings maintaining accurate records taking detailed notes and contributing to the planning and execution of the annual board retreat. Success in this role requires strong organizational and time-management skills the ability to anticipate needs proactively and a solution-focused self-motivated approach to managing shifting priorities. The ideal candidate demonstrates sound judgment strong written and verbal communication skills discretion in handling confidential matters and strong cultural competency with the ability to navigate cross-racial cross-class and cross-gender dynamics in professional settings. This position calls for a flexible individual who thrives in a mission-driven fast-paced and community-focused environment.

PRIMARY ROLES AND RESPONSIBILITIES

Executive Leadership Support: 50%

• Provide high-level administrative support by managing the Executive Director and Managing Directors email inboxes drafting correspondence and ensuring communications are handled with discretion and professionalism.
• Proactively prepare the ED and MD for meetings by compiling relevant data drafting reports and materials and providing comprehensive talking points; ensure effective follow-up actions are tracked and completed.
• Conduct research to support the executive leaderships strategic objectives.
• Provide the day-to-day administrative support for the Executive Director and Managing Director by organizing meeting spaces managing logistics and providing on-site support including catering and refreshment set up and clean up.
• Provide confidential support on sensitive issues involving internal and external stakeholders.
• Perform recurring administrative tasks e.g. (monthly credit card reconciliations organizing files computer and IT maintenance).
• Manage workflow between the development teams requests and ongoing donor and funder relations with the Executive Director.
• Design and implement organizational systems and processes that improve efficiency automate recurring tasks and ensure consistent data and information management.

Calendaring and Travel Coordination: 30%

• Manage complex calendars for the Executive Director and Managing Director balancing daily operational needs with long-term strategic priorities.
• Coordinate and schedule meetings with internal teams and external stakeholders ensuring thorough preparation and timely follow-up.
• Identify plan and coordinate appearances speaking engagements and other public-facing opportunities.
• Arrange comprehensive travel logistics including flights lodging ground transportation and related accommodations.
• Provide on-site support for events and meetings including those with high-profile stakeholders ensuring smooth execution.
• Lead and support event planning activities such as catering creating and ordering promotional materials venue reservations permits and other administrative tasks as needed.

Board of Directors Administrative Support and Coordination: 20%

• Serve as the primary administrative support for the Board of Directors and its committees including calendaring and scheduling maintaining rosters meeting schedules and logistics.
• Prepare and organize materials for board meetings and annual events ensuring all necessary resources are in place and provide on-site in-person day-of-event support.
• Support project follow-up from Board/Committee meetings to ensure action items are tracked and completed.
• Support with BOD recruitment which may include onboarding off-boarding and other administrative tasks.
• Serves as the notetaker at committee and board meetings as requested.
• Assist with maintaining board dashboards governance records and compliance-related documentation to ensure best practices in nonprofit governance.

REQUIRED QUALIFICATIONS AND SKILLS

• A minimum of 3-5 years of consecutive executive administrative experience supporting senior leadership preferably in a nonprofit.
• Proven ability to manage competing priorities and thrive under pressure.
• Impeccable time management and organizational skills with a demonstrated ability to think proactively and meet deadlines.
• Excellent written and verbal communication skills; ability to draft edit and proofread with attention to detail.
• Possess a high level of discretion and confidentiality with demonstrated ability to handle sensitive information.
• Exceptional knowledge of cloud-based systems and platforms e.g. Google Calendar Google Drive BOX Zoom Expensify Monday Asana etc.
• Ability to anticipate needs take initiative and problem-solve independently.
• Proven track record of working collaboratively with board members stakeholders and internal teams while maintaining individual leadership.
• Commitment to racial economic and gender justice and respect for people of all gender identities.
• Strong cultural competency with demonstrated ability to apply anti-oppression principles in administrative and organizational support work.
• This position requires the ability to work in our Oakland office and to travel for work-related assignments with reasonable accommodation provided in accordance with the ADA and FEHA.
• Perform other administrative tasks and responsibilities as assigned to support departmental and organizational needs.

PREFERRED QUALIFICATIONS AND SKILLS

• Familiarity with the criminal justice landscape in California and/or the Bay Area.
• Genuine passion for administrative excellence and organizational support.
• Be located in the Bay Area.

REPORTING RELATIONSHIPS

This is a salaried exempt on-site full-time position. There will be times when the position will be required to work in the evenings on weekends at outward-facing public events and may be on call during office closures. The Executive Leadership Administrator reports to the Executive Director and Managing Director.

SALARY AND BENEFITS

Salary: $70000$85000 depending on years of experience in similar roles as well as professional and lived experience. The Ella Baker Center for Human Rights offers a competitive benefits package to its full-time employees which includes employee medical vision dental chiropractic acupuncture LTD life insurance EAP paid holidays vacation and sick time and the option to enroll in a 401(k) program. We cover 100% of the employee-only premiums for all medical coverage. Medical coverage begins on the 1st of the month after the date of hire.

EVERYONE IS WELCOME

The Ella Baker Center is an equal-opportunity employer. Individuals of color 2SLGBTQIA people individuals with past involvement in the criminal legal system or who have loved ones currently or formerly impacted by the criminal legal system are strongly encouraged to apply. We welcome candidates with nontraditional backgrounds. We believe in both the necessity of building a broad diverse movement to effectuate change and the importance of centering the experiences and leadership of those most impacted by the legal system. We are committed to investing in the leadership of people of color and formerly incarcerated people. If you are wondering if you are qualified to apply please do.

HOW TO APPLY

• Resume of relevant experience.
• A thoughtful cover letter about your interest in the position.
• Please submit a writing sample (no more than one page) responding to the prompt: The Executive Directors flight is canceled the night before a vital out-of-town meeting. Describe the steps you would take to manage the situation.

Should a candidate advance in the interview process they may be asked to participate in a brief skills evaluation exercise and submit work samples. Application open until filled. Candidates are encouraged to apply early as interviews will be offered on a rolling basis.

COVID-19 VACCINATION

The Ella Baker Center for Human Rights recommends vaccinations to prevent the spread of communicable diseases. Fully vaccinated is defined as two weeks after completing a primary vaccination with a COVID-19 vaccine with if applicable at least the minimum recommended interval between doses. All newly hired employees are requested to report their vaccination status and to provide proof of vaccination. The Ella Baker Center for Human Rights requires all employees to wear a mask when working within the building and at EBC-sponsored gatherings. Employees may be legally entitled to a reasonable accommodation if they cannot be vaccinated and/or wear a face covering (as otherwise required by this policy) because of a disability or if the provisions in this policy for vaccination and/or testing for COVID-19 and/or wearing a face covering conflicts with a sincerely held religious belief practice or observance.

START DATE

Until Filled

Nothing in this job description restricts the Ella Baker Centers right to assign or reassign duties and responsibilities to this job at any time. Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice. Employment with the Ella Baker Center is at-will meaning either the employee or the organization may terminate the employment relationship at any time with or without cause or notice in compliance with California law.

Required Experience:

Senior IC