Executive Assistant (Confidential)

The Alliance for Youth Action (along with our sister 501(c)(3) organization the Alliance for Youth Organizing) is searching for an Executive Assistant (Confidential) who will support our two-person Executive team, in particular the Executive Director, with schedule management, travel, Board and donor relationships, and labor relations. We are looking for someone with ample experience supporting executive leaders, who maintains high levels of discretion and judgment, and has the ability to manage work independently. This role reports to the Chief of Staff and is a full-time position based in the United States (see Logistics, below). Alliance for Youth Organizing is a unionized workplace, and staff are represented by the Washington-Baltimore News Guild, Local 32035; this position is not a part of the bargaining unit.

About the Alliance for Youth Action

The Alliance convenes, supports, and scales a national network of youth-led, locally rooted organizations growing civic engagement and social justice coast to coast. We truly are a multiracial network “of young people, by young people, for all people.” Our Affiliates and Partners run massive voter registration and get-out-the-vote drives, train new young leaders, and run powerful campaigns to win on the progressive issues our generation cares about most. Our national team empowers this work by tracking down national resources for the network, building capacity for local groups, seeding new efforts, and coordinating national issue campaigns.

Job Responsibilities

Executive Support (70%)

  • Maintain the Executive Director’s schedule and correspondence to reflect priorities.
  • Proactively manage the Executive Director’s calendar to reflect organizational priorities, suggesting strategic opportunities for stakeholder engagement.
  • Oversee all aspects of travel arrangements and itinerary planning that align with the Executive Director’s preferences.
  • Provide robust support for executive-level projects (e.g. retreat planning, requests for proposals, event planning & logistics, etc.), utilizing project management tools to ensure timely completion and reporting.
  • Perform research and compile information and data as requested on potential partners, funders, or other contacts, and provide briefings to Executive Team members.
  • Manage and draft correspondence on behalf of the Executive Director.
  • Use independent judgment and discretion in evaluating incoming outreach, prioritizing upcoming deadlines, preparing materials for the Executive Team’s briefing, and other tasks to augment and enhance the Executive Director and Executive Team’s functioning and understanding of key work.
  • Manage sensitive information with discretion, ensuring secure distribution and storage of confidential documents.
  • Provide extensive support to the Executive Director and the Chief of Staff throughout all aspects of the labor relations process, including, but not limited to, engaging in leadership team meetings involving labor relations discussions and related notetaking, participating with the management team in negotiations, notetaking at the bargaining table and grievance meetings, compiling management proposals and counterproposals, converting notes into action items and delegating, researching confidential materials and subjects related to labor relations, assisting with drafting and revising proposals and contract language for negotiations, and providing input into negotiations and bargaining proposals.

Board & Funder Support & Liaison (30%)

  • Support Board and funder meetings and materials.
  • Serve as the primary point of contact for external, funder, partner, and Board contacts for the Executive Director. Serve as the liaison from the Executive Director to the Board of Directors and from the Executive Director to the senior management team.
  • Attend Board, Executive Team, and senior management meetings, take notes, and organize all relevant materials, including material of a confidential nature.
  • Create and maintain Board files, agendas, and materials. Support the process for nominations for new Board members, maintain agreements with Board members, and ensure that all Board materials are kept up to date reflecting changes in Board membership and decisions made by the Board.

Job Requirements

Key Qualifications and Experience

  • Executive Support
    • At least 5 years of experience supporting an executive or C-level position, preferably in a non-profit setting.
    • Ability to independently determine which meetings are the top priorities for the executive and assemble a schedule accordingly.
    • Experience composing Executive-level correspondence on behalf of a principal, preferably for communications with donors and/or board members.
    • Proven ability to handle confidential information with discretion.
  • Baseline Skills
    • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
    • Excellent written and verbal communication skills.
    • Demonstrated proactive approaches to problem-solving with strong independent decision-making capability.
    • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
    • Highly resourceful team-player, with the ability to also be extremely effective independently.
    • Responsive and efficient in completing tasks and correspondence. Demonstrated ability to achieve high performance goals and meet deadlines.
    • A personal understanding and demonstrated commitment to social justice and equity, and a desire to uplift the leadership of BIPOC young people.
    • Commitment to equity and inclusion as organizational practice and culture
    • Comfort with technology and virtual communication systems, including Zoom, Google Calendar, Slack, Asana, etc.

Logistics

  • Compensation: $70,000 – $82,000 per year commensurate with experience.
  • Benefits: The Alliance offers a competitive benefits package covering 100% of employee medical, dental, & vision insurance premiums, 75% of premiums for employee dependents, employer retirement contributions (SEP IRA), life insurance, short and long-term disability income protection insurance, cell phone reimbursement, WMATA transportation smart benefits, professional development opportunities, a generous paid time off policy, and up to 16 weeks of paid family and medical leave.
  • Location: This is a full-time position based in the United States. All Alliance staff are required to live within about an hour from major airports in most US states; more detail will be provided to finalists as relevant. Moving reimbursements are offered to employees who need to move for this position.
  • Travel: Domestic travel for this role is expected up to four times per year for all staff and departmental retreats, as well as occasional travel to support network organizations. Must be willing to work periodically long, irregular hours and to travel as needed.
  • COVID-19: The Alliance currently requires employees to be fully vaccinated and boosted in order to travel on behalf of the Alliance. Additionally, there may be vaccine requirements for attendees at Alliance, Network, or partner events.

Commitment to Equity

At the Alliance for Youth Action, we want to create a world where our democracy works for everyone and where all people – no matter where they come from, what they look like, or how they identify – live in loving, safe, and thriving communities. As such, we value diversity and equity as central to our work. The Alliance for Youth Action is an equal-opportunity employer and an inclusive workplace for people of all backgrounds and walks of life. People of color, immigrants, people with disabilities, people of diverse sexual orientations, gender expressions, and identities are encouraged to apply.

Some candidates may feel discouraged from applying if they don’t match every job requirement – we encourage you to apply anyway.

To Apply

Please submit a single PDF document including the following:
1. Resume
2. Two paragraphs or less explaining why you want this position and what makes you a strong candidate (please prioritize content over formality)

The Alliance has contracted with Falling Leaves LLC for backend and operational support around recruitment and hiring. Please reach out to Alvina Yeh (alvina@allianceforyouthorganizing.recruitee.com) with any questions.

The Priority Deadline to apply is March 22 , but applications will be accepted on a rolling basis until the position has been filled. The ideal start date for this position is no later than April 29th, 2024.