Executive Assistant

Executive Assistant

Reports to: CEO

This role is an in-person/hybrid role, and we require you to reside in Oakland/ Bay Area.

About Oakland Promise:

Oakland Promise is available to young learners (from newborns to college students) and their families who reside in Oakland. OP offers every child financial resources, educational programming, mentorship, and a supportive community to help them and their families, to seek out and thrive in higher education and the career of their choosing. The mission of the Oakland Promise is to engage the Oakland community to advance equity and economic mobility through cradle to college and career achievement. The Oakland Promise includes four programs: Brilliant Baby, Kindergarten to College (K2C), College Access, and College Completion. Our program strategies touch the lives of children and families in early childhood (ages 0-5), elementary, middle and high school; and culminate in multi-year scholarships and support for students in college.  

About the program: 

The Brilliant Baby (BB) program supports children’s early healthy development and school-readiness by setting up College Savings Accounts (CSAs) for babies, offering financial coaching and early learning resources to parents and caregivers, and building a supportive community for the whole family.  Brilliant Baby supports parents’ early expectations for their child’s educational success.

Oakland Promise Kindergarten to College (K2C) helps K through 5th graders in Oakland think of themselves as college-and career-bound individuals. We provide scholarships, as well as technical support and incentives to families who open a family-owned college savings account. Additionally, we provide program support to build a college- and career-going identity within students, which includes Cal Day, college visits, family and student workshops, scholarship celebrations, and more.

College Access serves both middle and high school students in Oakland’s district and charter schools! Our vision is to support all students in accessing a clear and solid path to post-secondary educational experiences that lead to a variety of career options – 2-year, 4-year, and vocational or technical programs. Our goal is to offer integrated programming to students and families that targets the elimination of structural and cultural barriers to intergenerational social mobility. 

College Completion supports college and CTE students with scholarships and persistence support and equips students with social and emotional support through mentoring, peer advising, counseling, retreats, and scholarship distribution. Oakland Promise designs holistic educational programming to create a culture of career and college preparedness in students, families, and educators, so we can dramatically increase the number of college graduates from Oakland public schools.

About the role: 

Oakland Promise is looking for a well-organized Executive Assistant to support two of our department heads. This is a great opportunity to establish working relationships with high-level executives and contribute to the overall efficiency of our organization. The Executive Assistant will support the success of the leaders in the organization by working to support the time management, prioritization, and communication for senior members on the team. An Executive Assistant will support and enable senior leaders to advance company initiatives and goals through the support of day-to-day functions that are part of the executive’s role so that they can focus on high-level leadership and strategy functions. Some of these tasks include scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the executive perform their job.

Duties & Responsibilities:

  • Operational Support for Executives:
    • Calendaring and scheduling for organization executives, sending, managing and arranging calendar invites
    • Supporting with schedule management of organization executives
    • Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
    • Answer and respond to emails, phone calls, communicate messages and information to the executives when needed
    • Coordinate travel arrangements
  • Systems & Documentation
    • Keep Google Drive documents organized
    • Taking meeting notes during a meeting and sharing pertinent notes with key stakeholders
    • Maintain various records and documents for company executive(s)
  • Support Oakland Promise Communications
    • Draft, review and send communications on behalf of company executive(s)
    • Answer and respond to phone calls, communicate messages and information to the community members
    • Ensure Oakland Promise program description is accurate/current on all publications
    • Preparing staff/community newsletters
  • Other Operational Support
    • Organizing operations for staff meetings, including welcoming staff 
    • Ordering supplies, food, etc. for meetings and/or staff
    • Research vendors we could use for staff training and development
    • Support other operational and administrative tasks as needed

Required Skills:

  • A detail-oriented, mission-aligned self-starter
  • Someone who exhibits sound judgment with the ability to problem-solve, prioritize, and make decisions
  • Energetic and eager to tackle new projects and ideas
  • Comfortable interacting with high-level executives
  • A team player capable of cultivating productive working relationships across the firm
  • Resourceful, can-do attitude
  • Excellent time management skills and ability to meet deadlines
  • Strong verbal and written communication skills
  • Strong organizational skills and ability to multitask  
  • A people-person who can work with a variety of personalities
  • Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
  • Exceptional writing, editing, and proofreading skills

Required Qualifications:

  • Bachelor’s Degree or relevant experience 
  • Deep commitment to equity and supporting marginalized communities
  • Excellent written and verbal communication skills  
  • Proficiency in Google Suite including Docs, Sheets and Slides 
  • Demonstrated ability to establish and maintain positive working relationships 
  • Facility with technology, demonstrated ability to learn technology tools quickly
  • Excellent organizational and time management skills  
  • Ability to work independently and take initiative
  • Ability to work flexible schedule (required to work some evenings/weekends) 
  • Some direct experience working with children, families and community
  • Knowledge of and connections to Oakland communities

Compensation and Benefits:

  • Full time exempt position
  • Hiring range for this role is $ 65,000 to $ 70,000 based on skill sets and experience.
  • Oakland Promise offers a competitive benefits package, which includes dental / health/ vision, paid vacations and sick days and a 401k match up to 3%.
  • Oakland Promise currently has a hybrid work policy.
  • The ability to learn and grow within a supportive team environment.
  • An opportunity to network and interact with leaders in the community. 
  • Some evening and weekend hours may be required

Application Process: 

We are looking for candidates with availability to start immediately, and encourage you to apply if you are interested in and qualified for the position. The deadline to submit your application is Jan 27, 2023.

To apply:

Send a single PDF (NOT a Microsoft Word document) of a resume and thoughtful cover letter to [email protected] with Executive Assistant” – [Your Name]” in the subject line. Please use your last name and first initial (ex: Doe_J) as the filename of your PDF containing your resume and cover letter.

Failure to follow these instructions may delay the review of your application. Applications will be reviewed immediately and candidates with the best fit will be contacted for interviews. Unfortunately, the volume of applications will prevent us from responding to all applications received.

Oakland Promise is a place-based organization located in Oakland, California. Oakland Promise requires that employees work in person at various engagements. Currently, Oakland Promise staff are working in a hybrid model, with some work being done remotely and some work being done in the office or at specific locations in or around Oakland. It is a requirement that all staff reside within commuting distance to the main office, located at 300 Frank H. Ogawa Plaza #430, Oakland, CA 94612. Please note that at any time, a full in-person work plan may be required, and it is of utmost importance that all staff are able to meet this requirement.

Oakland Promise is proud to be an equal opportunity employer. Oakland Promise is committed to providing a work environment free of harassment, discrimination, retaliation, and disrespectful or other unprofessional conduct based on sex (including pregnancy, childbirth, breastfeeding or related medical conditions), sex stereotype, race, religion (including religious dress and grooming practices), color, gender (including gender identity, gender expression, and transgender), national origin (including language use restrictions and possession of a driver’s license issued under Vehicle Code section 12801.9), ancestry, physical or mental disability, medical condition, genetic information, marital status, registered domestic partner status, age, sexual orientation, military, and veteran status or any other basis protected by federal, state or local law or ordinance or regulation. It also prohibits discrimination, harassment, disrespectful or unprofessional conduct based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.

Application Process:

Make a huge difference in the Oakland community! Join our team! Send applications to [email protected]