Executive and Operations Assistant

Job title: Executive & Operations Assistant

Location: Washington D.C.

Classification: Regular, full-time, non exempt

Due: Applications will be reviewed on a rolling basis as submitted

 

Overview of the position:

The Campaign for the Fair Sentencing of Youth is hiring! Founded in 2009, the CFSY works to ban juvenile life without parole in the United States and create opportunities for those directly impacted by extreme sentencing to thrive and lead. The Executive & Operations Assistant is a new position designed to provide key administrative support to the Co-Executive Directors, the Operations department, and fulfill core responsibilities to ensure smooth and effective implementation of the organization’s administrative goals and objectives.

The Executive & Operations Assistant’s primary responsibilities include daily and ongoing support to the Co-Executive Directors, general office and organizational coordination, meeting management and notetaking, assistance with staff travel itineraries among other administrative needs.

While the CFSY’s physical office is currently closed this position will work remotely. When the physical office is open (timeline TBD), this position will be responsible for managing daily office-related operations.

The Executive & Operations Assistant reports to the Operations & IT Manager while directly supporting the Co-Executive Directors.

 

How To Apply:

Email in a single PDF attachment a letter of interest and resume to jobs@cfsy.org. Use “Executive & Operations Assistant” as the subject of your email and name your PDF attachment “LAST NAME_Executive and Operations Assistant.” Applications reviewed as submitted.

The CFSY is committed to diversity, equity, and inclusion. People of color, individuals with disabilities, members of the LGBTQ community, and those with personal experience in the juvenile or criminal justice systems are strongly encouraged to apply.

 

Compensation, Benefits, and Culture:

The hourly wage for this position is $24.03 for an effective annual salary of $50,000. The CFSY offers a generous benefits package, including: four weeks of paid vacation (annually), accrued sick time; 100% employer‐paid premiums for an individual health insurance plan, life and disability insurance; an Employee Assistance Program; the option for an 8-week sabbatical after five consecutive years of employment; and a 403(b) retirement plan.

We work in deep partnership with people in prison, those who have been released, and their family and social networks. All staff at the CFSY, regardless of position, engage in this connection and are regularly proximate to those directly impacted by the work we do.

 

Primary Responsibilities:

Executive Assistance:

  • Provide a range of strategic and technological administrative support to the Co-Executive Directors (Co-EDs) to ensure they are able to work effectively, efficiently and sustainably;
  • Manage the Co-EDs calendars, including helping schedule and document meetings, liaise with CFSY staff and external partners to determine meeting needs, help prioritize and think strategically about the Co-EDs time;
  • Manage, purchase, and coordinate travel itineraries, including quick response problem-solving;
  • Work with Co-EDs and others to develop, research, format, print and collect materials for Co-EDs to attend various meetings, events, and more;
  • Liaise with and support the organization’s Board – schedule meetings; help develop all necessary materials, distribute in a timely manner; set up and communicate details of video and in-person meetings, provide tech support as needed; serve as point person to answer Board member questions;
  • Support organization-wide contact management efforts;

Operations:

  • Timing TBD: Keep the physical office running smoothly: answer phones and general inquiries, manage mail, welcome visitors, ensure office machines work, ensure adequate kitchen and office supplies, maintain organized office space;
  • Manage staff social activities and CFSY staff/events calendar; circulate cards for various occasions; organize and plan staff gatherings and celebrations, including coordinating all staff members’ schedules; plan and implement welcome/goodbye parties; order food and decorations accordingly, etc;
  • Manage staff meeting logistics: collect agenda items, create and circulate the agenda and video access information; take and distribute notes and action items;
  • Responsible for staff travel – make directly or work with event planning consultants as appropriate to ensure staff have flight, train, rental car, hotel, and other reservations for work-related trips and events;
  • Support a variety of department specific and org-wide events – help coordinate logistics, communicate internally and with external partners, help troubleshoot prior and on site as needed

Fulfill other tasks and responsibilities as needed to support a growing organization.

 

Qualifications:

  • Experience in office administration, preferably in nonprofit settings (volunteer, extracurricular, and/or professional); experience supporting Executives is a plus
  • Organized, detail-oriented and able to multitask;
  • Demonstrated ability to engage and work effectively with a diverse group of partners and stakeholders;
  • Demonstrated organizational and computer literacy (Google Apps, Microsoft Office, video conferencing software);
  • Demonstrated ability to engage and work effectively with a diverse group of partners and stakeholders;
  • Demonstrated ability to effectively manage and support complex projects and tasks, with multiple stakeholders, goals, timelines and deadlines;
  • Excellent written and verbal communication skills.

 

Values and Traits:

  • Strong interest in criminal justice issues, particularly progressive reform to juvenile sentencing practices, racial discrimination in juvenile justice, and/or human rights in the United States;
  • Belief that our society has failed the children impacted by life without parole and other extreme sentences and that we all have a responsibility to create avenues for their restoration and that of our entire community;
  • Belief in the inherent dignity and humanity of all people regardless of race, sex, sexual orientation, gender expression, class, education level, zip code and more; and belief that each of us is more than the worst things we’ve done or experienced;
  • Self-motivated and able to take initiative and implement own responsibilities within guidelines of department structure and workplan;
  • Thrive in a fast paced environment while responsible for cross-department functions;
  • Flexible and willing/able to adapt to the evolving nature of CFSY’s work;
  • Constructive and optimistic; confronts problems with the expectation that a solution exists;
  • Prioritizes self-care.

 

Location and Travel

The CFSY’s headquarters are in Washington, DC, with many staff working remotely throughout the country. The Executive & Operations Assistant is based in Washington, DC, working remotely for the time being until the CFSY physical office reopens. In accordance with CFSY internal policies, all required home-office technology, equipment and supplies, and all business related travel will be paid for by the CFSY.

 

Physical Environment and Equipment

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The work will ultimately be (post Covid) performed primarily in an office setting, with moderate background noise and requiring the ability to sit and/or stand at a workstation for extended periods of time;
  • While performing the duties of this job, the employee is regularly required to: stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone;
  • Specific vision abilities include close vision requirements due to computer work;
  • Light to moderate lifting (no more than 25 pounds);
  • Ability to travel occasionally, including in a plane, car and occasionally public transportation;
  • Ability to effectively use a telephone, including mobile phone; computer (with Microsoft and Google applications); keyboard; and video conferencing.

To apply for this job email your details to jobs@cfsy.org