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Position Openings at the BI

Executive Assistant Position
W. Haywood Burns Institute

The Position: Executive Assistant
Reports to: President and CEO
Location: Oakland, California
Commitment: Full time

BACKGROUND ON THE W. HAYWOOD BURNS INSTITUTE

The W. Haywood Burns Institute (BI) is a national non-profit organization based in Oakland, California. We seek to protect and improve the lives of people of color by promoting restorative and equitable justice system practices. Specifically, we work with local justice system decision-makers and community members to reduce racial and ethnic disparities using a data driven, collaborative approach. Our model is firmly anchored in a dual emphasis on data‐driven strategies and community engagement. Data analysis targets specific groups within the justice system and locates decision points where strategic policy and practice change can successfully intervene to improve outcomes for people of color.

Through our community organizing arm, the Community Justice Network for Youth (CJNY), we enhance the capacity of community organizations to advocate for effective and culturally-appropriate interventions for youth of color and poor communities.

The BI values the lived experience of people directly impacted by the justice system. We encourage formerly incarcerated people and others who have been directly impacted to apply for open positions.

Where do we Work?

The BI has worked in more than 40 jurisdictions nationwide and achieved significant results in reducing racial and ethnic disparities. The BI model is dynamic and innovative because it proves that reducing disparities is within the realm of possibility. Through CJNY’s 200-member national network, the BI provides support to organizations that provide advocacy, alternatives to detention, grassroots campaigns, and equips local organizations with tools and information to strengthen their programs and engage in policy work. For more information about our work, please visit our website: http://www.burnsinstitute.org/

THE POSITION

The BI is seeking an Executive Assistant to provide full-time support to both the CEO and President of the BI, with some office management responsibilities. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently. This person must be a self-starter, exceedingly well organized and flexible. Ideal candidates can show proven capacity to move from a task-based approach to strategic execution with tenacity!

 KEY RESPONSIBILITIES

  • Create and track work plans
  • Manage and organize complex calendars
  • Prepare meeting, travel, presentation, and conference materials
  • Coordinate logistics for speaking engagements
  • Complete expenses and reimbursements
  • Assist in managing relationships with foundation staff and partner organizations
  • Track donors, events, meetings, conferences, trainings and other activities
  • Provide logistical support for meetings, events, and conferences (e.g. take notes, order catering, make travel arrangements, prepare and organize materials)
  • Ensure that internal databases, archives and contact lists are updated and maintained
  • Be proactive in assessing needs in advance, providing quality administrative support with attention to detail
  • Assist with preparation of materials for grant reports, funding proposals, annual reports, etc. when requested.
  • Book and manage partner agency use of conference rooms
  • Support videoconferencing and basic technology/AV needs for meetings
  • Basic triage of technology issues (copier, AV, videoconferencing, webinars) and follow up with appropriate vendors to resolve problems
  • Supervision of Office Manager

CANDIDATE QUALIFICATIONS/EXPERIENCE

Requirements:

  • 2 years of relevant experience in an administrative capacity
  • Excellent written and verbal communication skills
  • Strong time management skills
  • Ability to manage multiple time-sensitive projects at once
  • Ability to anticipate needs and organize multi-faceted projects from start to finish
  • Attention to detail and accuracy
  • Experience with organizing systems
  • Strong commitment to social justice
  • Experience with Microsoft Office Suite, familiarity with databases and timesheet tracking

Additional Desired Skills:

  • Experience reporting to multiple supervisors
  • Knowledge of the youth justice system, criminal justice system, and/or youth serving systems
  • Good sense of humor
  • Strong self awareness, ability to read the room, emotional intelligence

The W. Haywood Burns Institute is an equal opportunity employer. People of color, women, and people with disabilities are strongly encouraged to apply. People directly impacted by the youth or adult criminal justice systems, including formerly incarcerated people, are highly encouraged to apply. Training may be provided for advancing skills with software such as Excel, if the candidate meets other requirements and is enthusiastic about learning.

Education: No minimum requirement. Former system-involvement is a plus.

COMPENSATION

This is a 1 FTE position. The BI offers excellent benefits including health care, 401(k), paid vacation, sick time, and holidays. Compensation will be based on experience and skills.

APPLICATION PROCESS

Please submit a resume, cover letter and brief writing sample to jobs@burnsinstitute.org. Please include “Executive Assistant Position” in the subject line. Only candidates who are selected for an interview will be contacted. Position will remain open until we find the right fit.