GGJ is Hiring!
Grassroots Global Justice Alliance Job Description
Operations Coordinator & Executive Assistant
Accepting Applications April 2017 until filled!
Preferred Location: Miami, FL or Philadelphia, PA. This job will include travel.
Salary: This position is full-time with compensation of $45,000 a year. Benefits include health, dental and vision coverage and generous vacation.
Grassroots Global Justice (GGJ) is a national alliance of US-based grassroots organizing (GRO) groups organizing to build an agenda for power for working and poor people and communities of color. We understand that there are important connections between the local issues we work on and the global context, and we see ourselves as part of an international movement for global justice. GGJ focuses on bringing GRO organizations into a long-term process of relationship building, political alignment and the development of transformational leadership, particularly for working and poor women and gender-oppressed people of color. The membership of GGJ adopted a framework in 2011 that calls for a holistic approach to building grassroots global justice: No War, No Warming, Build an Economy for the People and the Planet, echoing the framework of Dr. Martin Luther King’s philosophy of the Triple Evils of Poverty, Racism and Militarism. We weave and bridge together US-based GRO groups and global social movements working for climate justice, an end to war, gender justice and a just transition to a new economy that is better for people and the planet.
Key Duties Summary: This position is split between operations and administrative support for GGJ organizers, programs and events, and executive assistantship to the National Director.
GGJ has a remote staff of 5 Full time positions in 4 locations; and runs multiple convenings, national and international delegations each year. This position will coordinate shared administrative needs for the whole staff team, executive support to the National Coordinator, and coordinate travel and logistical support for 4-6 U.S. based events, and 1-2 International delegations per year. This is a fast paced work environment, interacting with a diversity of members and dealing with a multiplicity of tasks and deadlines. During delegations and convening, work days are long and often over the weekend.
1. Coordinate Logistics for GGJ US and International programs (35% time)
- Support organizers to create and send out recruitment packets, track applications, and provide information to delegates.
- Conduct initial logistics research for programs to give input to Organizers for budget planning.
- Coordinate and confirm all logistical arrangements with delegates & travel service providers: flights, hotel reservations, interpretation, meal plans, legal/security, emergency contact info, equipment/supplies/swag, petty cash and merchandise, etc.
- Administer travel stipends and reimbursements with delegates.
- Support organizers to set up orientation calls and report back webinars; provide logistical orientations to delegates.
- Lead logistical implementation, tracking of delegates and supplies, and trouble-shooting on the ground.
- Be aware of and on call for emergency response and contingency plans.
- Communicate with members and allies about their needs and ours for event planning.
2. Coordinate GGJ Administrative Systems (15% time)
- Maintain GGJ administrative systems: files, receipts, finance forms, shared calendar, GGJ materials inventory, digital security protocols.
- Coordinate with GGJ’s admin team to ensure all financial, bookkeeping and legal records are compliant and up to date.
- Stay informed about developments in technological platforms or security measures and propose/implement adaptations of GGJ systems as appropriate.
3. Provide Executive Support to National Coordinator (NC) (50% time)
- Coordinate the National Coordinator’s daily schedule – calls, meetings, prep times, reminders, etc.
- Track requests, invites and deadlines for the NC; respond to e-mails as directed by NC.
- Support the NC in setting priorities and backward-planning.
- Coordinate travel, lodging, documentation and local transportation logistics for NC who is on the road 50-60% of the time.
- Track expenses and process reimbursement needs for NC.
- Work with NC to coordinate meeting and call logistics for Board, staff and Coordinating Committee meetings.
4. Participate in GGJ team (10% time)
- Participate in two- three in-person staff or Coordinating Committee meetings per year.
- Attend weekly staff meeting and other meetings as appropriate and/or needed.
- Check in with National Coordinator on a weekly basis.
- Individual work-planning time.
- Compliance with GGJ remote working policies and procedures: receipts, check requests, calendar, etc.
- At least 3 years high level administrative experience, ideally in remote workplace environment.
- Excellent work systems management, organizational, and planning skills.
- Excellent attention to detail and the bigger picture simultaneously.
- Ability to be responsive in a consistent, clear, and prompt manner to communications and requests.
- Ability to meet deadlines, coordinate multiple streams of work, and keep other staff/members on task.
- High level of self-management, hold self to excellent work standards.
- Creativity is encouraged and trouble-shooting skills will be necessary.
- Outgoing, positive energy in dealing with members, staff, allies and vendors.
- Attention to quality experience: a ‘customer service’ orientation and ability to provide highly professional logistical support to make GGJ events & delegations smooth and efficient.
- Excellent written and verbal communication skills.
- Experience with technology and project management systems: preferred knowledge of DropBox, Google Docs, Zoom, Basecamp, PowerBase, Microsoft Office, Mac environment, QuickBooks.
- Familiarity with and commitment to GGJ’s political principles and membership.
- Preferred experience: organizing background in one or more areas of GGJ’s program.
- Ability to speak/write Spanish, Portuguese and/or French.
People of color, indigenous people, women, queer folks, trans and gender non-conforming people, and people with disabilities strongly encouraged to apply. To apply, please send the following:
- Cover letter which includes: the reasons why you want to join GGJ, a summary of the skills and experiences you will bring to the role and name and contact details of two references indicating the capacity in which they know you.
Only short-listed applicants will be notified and position will be open until it is filled.
Please send your applications to email@example.com on subject line please put: OCEA position.