Executive Assistant

The Prison Law Office (PLO) is a nonprofit public interest law firm based in Berkeley, California, dedicated to reducing incarceration and advocating for fair and humane treatment for individuals in various correctional settings. The Executive Assistant reports to the Executive Director and works in a hybrid workplace, requiring in-office attendance two days a week with flexibility for remote work.

About the role

The Executive Assistant provides high-level administrative and project management support to the Executive Director and Management team, ensuring the smooth functioning of organizational operations and leadership activities. They serve as a key liaison between the Executive Director, Management team, and staff, managing complex scheduling and communications, coordinating logistics and materials for meetings and events, and supporting organization-wide initiatives.

Responsibilities

• Provide project management and administrative support to the Executive Director and the Management team as needed.
• Manage the Executive Director's calendar, including scheduling meetings with Board members, staff, media contacts, and external partners, and tracking relevant project deadlines.
• Aid in high-level communications, including drafting and copy-editing emails and other communications for the Executive Director.
• Coordinate logistics and materials for staff and Board meetings, prepare meeting materials, take notes, and track attendance.
• Act as a confidential notetaker to the Executive Director in select meetings, including discussions on management topics, organizational finances, confidential personnel matters, and Board discussions.
• Support other administrative tasks such as travel support, logistical support, expense reimbursements, and billing records.
• Aid in grant reporting and support administrative and business operations, including organizing, filing, and digitizing key documents.
• Prepare billing records and legal fees for submission to opposing counsel, courts, and grantors.
• Support with website maintenance, including uploading filings, photos, news articles, and other content.
• Maintain building facilities, office equipment, and office supplies.
• Other duties as assigned by the Executive Director and the Management team.

Qualifications

• Bachelor’s degree
• 5+ years of administrative assistant or similar experience
• Excellent written communication skills
• Strong attention to detail and organizational skills
• High self-initiative and ability to work independently and as part of a team
• Demonstrated flexibility and adaptability in a fast-paced environment
• Prior experience supporting an executive-level position in a legal setting is preferred

Preferred Qualifications

• Lived experience relevant to our mission, including those who have been system-impacted or formerly incarcerated
• Prior experience working in a law firm or public-interest law setting

Work Environment

This position is based in Berkeley, CA, and follows a hybrid schedule requiring in-office attendance two days a week, including Wednesdays, with flexibility for remote work on the remaining days, depending on work travel requirements.

Application Instructions

To apply, please submit:

• Your resume
• A cover letter explaining your interest in the position and relevant administrative experience
• A sample of your writing that you are particularly proud of (on any subject)

The application window is open until the position has been filled. Candidates selected for an interview will be contacted directly. To apply, see the full job posting here.

Equal Employment Opportunity and Affirmative Action Statement

The Prison Law Office is an Equal Opportunity Employer committed to creating an equitable, diverse, and inclusive organization and community. We welcome applications from people with lived experience relevant to our mission, including those who have been formerly incarcerated or system-impacted. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.