Position Title: Executive Assistant
Location: Los Angeles Office
Application Deadline: Rolling basis until position is filled
The California Native Vote Project’s (CNVP) mission is to achieve equity and justice for Native American children, families and communities by increasing Native civic participation and power. CNVP is the first-of-its-kind statewide effort to engage Native American communities across dozens of counties to build political power through an integrated voter engagement strategy, which centers community organizing, and braids on top of that other strategies to achieve people-powered movements — including political education, leadership development; voter education, registration and protections; policy advocacy; research; and Native candidate preparation.
The Executive Assistant is responsible for supporting the Executive Director (ED) and Senior Leadership Team with administrative functions such as scheduling, planning, record keeping, and in-person event, meeting and office support. The position will also work closely with CNVP’s Operations Coordinator to ensure strong back-end support of CNVP programs and office. Exceptional written and verbal communication skills are a must along with a strong knowledge of computer technology and general office equipment.
- Daily project and task management with a weekly status report of action items.
- Manage the ED’s calendar by making appointments and coordinating meetings, virtual and in-person, small to large scale.
- Periodic administrative support of the Senior Leadership Team, including booking travel, supporting submission of reimbursements, and other administrative tasks.
- Respond to all incoming requests (press, funders, internal, etc.) appropriately and in a timely manner.
- Prepare communications on behalf of the ED for review.
- Track expenses and prepare weekly, monthly or quarterly reports.
- Prepare written briefs for upcoming meetings and interviews.
- Attend meetings when necessary to capture notes and send follow-ups.
- Coordinate travel arrangements and create travel itineraries.
- Maintain an up-to-date database of stakeholder contacts.
- Support organization of events, meetings, and workshops directed by the ED.
- Attend to phone calls and emails, prepare & edit correspondences, reports, memos and letters.
- Assist with meeting preparation, including logistics, and preparing documents and presentations.
- Greet, receive and interact with incoming visitors.
- File and retrieve organizational documents, records, reports and reference materials.
- Support other Administrative team members as necessary with reimbursements, reports and other items as needed.
- Complete and coordinate signatures for check requests, purchase orders, credit card reconciliations, staff requisitions, and other documents.
- Uphold CNVP’s Vision, Mission and Values.
- 5-7+ years of experience or education in nonprofit management or a related field.
- Excellent people skills and professional communication skills: verbal and written with experience collaborating in a multi-disciplinary, diverse and dynamic team.
- Knowledge of and experience with Microsoft Office (Excel, Word, PowerPoint, Outlook, SharePoint), and Apple Computers.
- Knowledge of and experience with online digital programs such as Slack, Doodle, Calendly, Monday.com, google suite, etc., and/or capable of quickly becoming proficient.
- Self-directed, highly detail-oriented and capable of working to meet quick turnaround and deadlines independently.
- Personal qualities of integrity, credibility, and a commitment to CNVP’s Vision, Mission and Values.
- Reliable, flexible team player who works well with minimal supervision, who has a good work ethic, and an ability to set and maintain personal boundaries.
- Demonstrated ability to work on multiple projects simultaneously.
- Reliable transportation: valid driver’s license, and car insurance as required by law.
- Experience working with Native American communities and Tribal organizations, a plus.
- Available to work flexible hours, including afternoons and occasional evening and weekends.
- Ability to travel throughout the state as needed.
In order to prioritize the health and safety of our employees, all California Native Vote Project employees are required to provide proof of COVID vaccination. California Native Vote Project will discuss reasonable accommodations with employees who may be unable to receive a vaccine due to disability, the advice of a medical provider, or sincerely held religious beliefs.
- Regular attendance in the office is required
- On occasion walk or drive to locations throughout the day
- Able to work on a computer, including sitting at a desk, for extended periods of time. Able to read a computer screen. Manual dexterity to operate a keyboard.
- Able to stand and walk for long periods of time.
- Able to occasionally lift objects weighing up to 20 pounds.