Executive Assistant

Join The Redford Center as our Executive Assistant and play a pivotal role in advancing our mission by supporting the Executive Director and development team. If you’re a tech-savvy, highly organized, proactive multitasker with a passion for systems, relationship building, and creating meaningful impact, this is your chance to contribute to a nonprofit dedicated to harnessing the power of impact storytelling to advance environmental solutions.

About the position:

As the Executive Assistant you will support the Executive Director’s day-to-day activities, ensuring they remain focused on the big picture while staying connected to donors, board members, filmmakers, staff, and other key stakeholders. This role also provides essential administrative support to the development team, assisting with outreach, events, meetings, and relationship management. As a proactive and collaborative team member, you’ll track priorities, manage multiple assignments, and represent The Redford Center’s mission, vision, and values with precision and efficiency.

You’ll be a great fit if you are:

• Detailed: You excel at proofreading, following through, and checking off tasks with precision.
• Systems Expert: Skilled at creating, improving, and utilizing systems to organize, present, and track details for meetings, travel, events, and itineraries.
• Tech-Savvy: Proficient with Office 365 for Mac (Word, Outlook, PowerPoint), Google Suite, Zoom, Asana, Hubspot, Airtable, Canva, LinkedIn, Mailchimp, and Adobe PDF Pro, with the ability to learn new software quickly and assist with troubleshooting.
• Experienced: At least 3 years in an administrative or support role, ideally in a nonprofit environment.
• Strong Communicator: Exceptional written and verbal English skills, adept at correspondence, research, and presentation.
• Relationship Builder: Skilled at fostering relationships across teams and with external stakeholders through active listening and support.
• Confidential & Adaptable: Capable of maintaining confidentiality, exercising sound judgment, and navigating ambiguity with creative problem-solving.
• Proactive Multi-Tasker: Able to think ahead, take initiative, and manage multiple priorities and projects simultaneously in a fast-paced environment.

What You’ll Do:

Support our Executive Director:

• Manage the ED’s calendar, correspondence, meetings, travel, itineraries, and event planning, ensuring seamless operations.
• Assist with VIP relationship building, including drafting communications, updating contact information, and supporting outreach.
• Conduct research and create presentation materials, talking points, and communication tools to support the ED’s initiatives.
• Ensure the ED’s office technology functions efficiently.

Help Us Plan Great Meetings & Events:

• Organize staff meetings, board meetings, and team events, coordinating logistics, materials, and follow-up.
• Support special projects, learning sessions, and team-building activities.

Assist the Development Department’s Operations:

• Enter gifts, track touchpoints, and update contact information in the database to ensure the team has access to accurate and up-to-date donor information
• Gather data and prepare research summaries, prospect lists, and meeting briefs to support relationship development and support fundraising activities
• Draft and send donor communications including thank you emails, personalized invitations, and acknowledgement letters
• Assist with special development projects, including events, mailings, and appeals.

Support the Team:

• Support office operations in San Francisco, handling mail, supplies, and premises management at least once a week.
• Maintain accurate contact databases, track event attendance, and generate reports as needed.

Support our Mission and Values:

• Help implement the strategic plan and advance organizational values centered on justice, equity, and environmental impact.
• Continuously deepen your knowledge of relevant contexts through events, resources, and professional development.