Executive Assistant

Overview

WHEN Justice
is a nonprofit legal advocacy organization dedicated to protecting the environment, strengthening food safety standards, and defending consumer rights through strategic litigation and policy reform. Our mission is to hold those who place power and profit above people and the planet accountable.

We are seeking a highly organized and dependable
Executive Assistant
to provide direct, in-person administrative and operational support to the Executive Director and senior leadership team. This role blends traditional executive support responsibilities—such as scheduling and communications—with hands-on logistical coordination, including managing materials, evidence, and shipping needs related to environmental and consumer protection cases.

The ideal candidate has exceptional organizational skills, sound judgment, and the ability to manage sensitive information with discretion. This position is central to ensuring smooth day-to-day operations and mission-critical casework execution.

Administrative and Scheduling Support – 40%

• Manage complex calendars and scheduling for the Executive Director and leadership team, including internal and external meetings, court-related briefings, and board sessions.
• Coordinate in-person meetings, including preparation of agendas, briefing materials, and follow-up documentation.
• Handle confidential correspondence and maintain a high level of professionalism and discretion in all communications.
• Support coordination for executive travel, itineraries, and logistics as needed.

Case and Operational Support – 30%

• Coordinate the secure packaging, shipping, and receipt of materials or samples for environmental and consumer testing.
• Track all materials sent to partner labs or external organizations, ensuring documentation accuracy and chain-of-custody compliance.
• Maintain organized systems for case-related files, reports, and reference materials used in legal and policy work.
• Serve as a key logistical contact for vendors, laboratories, and external counsel as needed.

Office and Communications Coordination – 20%

• Oversee day-to-day office operations including supplies, shipping, reception, and vendor management.
• Support internal communications, including staff meeting coordination, updates, and follow-ups.
• Draft correspondence, summaries, and memos for leadership as appropriate.
• Support donor and board communications in collaboration with the Development and Operations teams.

Special Projects and Team Support – 10%

• Assist in planning staff events, retreats, and board meetings.
• Support operational aspects of grant reporting and project timelines as needed.
• Undertake special assignments supporting WHEN Justice's casework, advocacy, and organizational priorities.

Qualifications

Minimum Requirements

• Bachelor's degree or equivalent combination of education and professional experience
• At least 5 years of administrative or executive support experience, preferably in a nonprofit, legal, or advocacy environment
• Strong organizational and time-management skills, with the ability to juggle competing priorities
• Experience managing logistics, including shipping documentation and vendor coordination
• Strong written and verbal communication skills
• High proficiency with Google Workspace or Microsoft Office Suite and familiarity with scheduling platforms
• Proven ability to maintain confidentiality and handle sensitive information professionally

Preferred Qualifications

• Background in environmental, legal, or public policy work
• Experience supporting senior leaders or executive teams
• Understanding of basic laboratory or testing logistics and documentation practices
• Familiarity with project management or CRM systems such as Asana, Airtable, or Salesforce

Work Arrangement and Benefits

This position is
in-person
and based in the
San Francisco Bay Area
, with regular on-site responsibilities. Occasional travel within the region may be required for court filings, lab coordination, or events.

WHEN Justice offers a competitive salary and comprehensive benefits package, including health, dental, and vision insurance, a 401(k) retirement plan, paid time off, parental leave, and professional development opportunities.