Executive Office Manager

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At The Dierdre Ware Foundation, we come to work every day to help solve the climate crisis. We do it by working from the ground up, empowering people and communities worldwide to fight for their future and together drive a just transition to clean energy.

We are committed to building a more just and equitable world, one where all voices are heard and respected regardless of race, religion, color, national origin, sex, sexual orientation, gender identity, age, or physical ability. Hence, we strongly encourage applications from people with these identities or who are members of other historically marginalized communities. We encourage applicants to read our diversity, equity, inclusion, and justice statement on our website.

The Dierdre Ware Foundation seeks  provide high-level support to the organization’s Executive Director (ED), staff and Board of Directors. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment.  

 This is a hybrid position, currently expected to work from Dierdre Ware Foundation’s office initially at least three to four days per week. The salary for the role is $52,000 per year.   

• Acts as the administrative point of contact between the Executives and internal/external demands.
• Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure smooth day-to-day engagements.
• Attend select meetings, take notes, capture action items, and ensure follow through.
• Support and manage a high-volume of requests and projects to meet the objectives of the Executive Director.
• Draft and edit correspondence for the ED, staff and Board of Directors that is often sensitive and confidential.
• Prepare written communications, presentations, and reports for the Executive Director
• Project manage large cross-departmental projects including calendar, deadlines, priorities, and communications.
• Anticipate and address problems as they arise.
• Organize and manage logistics for team meetings, events for convenings, retreats, and DWCF board meetings.
• Manage all correspondence with the DWCF Board of Directors to also include board materials, meeting agendas, and info packets for distribution prior to board meetings.
• Act as a liaison between the board, executive office, and organization(s) - internal and external.
• Maintain quality filing and communications systems including contact management, document management, and archiving.
• Manage complex schedules & travel arrangements for Executive Director, staff and Board of Directors.
• Maintain all organization-wide documents (i.e., contact lists, org. chart, and artistic calendars).
• Share, update and remind employees of office policies & procedures.
• Assist in other administrative tasks as needed (i.e., during company-wide & community events).
• Act as primary contact for EveryAction and other fundraising tools and properties.

• Familiarity with volunteer boards.
• Must possess the ability to create organization out of chaos and multi-task.
• Highly organized with the ability to manage multiple calendars, priorities, and on-going projects.
• Intellectual curiosity and dependability a must.
• An acute listener with an ability to anticipate the needs of the Executive Director, staff and Board of Directors.
• Unflappable stress and time management skills.
• Ability to adapt and to take on additional responsibilities as business needs grow.
• Proven ability to handle sensitive and confidential information.
• Highly versed in Google Suite, MS Suite, other professional software and databases.

  Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times. 

• Bachelor's degree preferred.
• Previous administrative experience, ideally in a similar role, preferably in a nonprofit organization.
• Stellar verbal and written communication skills with impeccable attention to detail.

The Dierdre Ware Foundation has adopted a competency-based approach to job definition, hiring, performance assessment, and professional development. The following are our seven organization-wide competencies and examples of how they manifest for this role.

1. Teamwork and Collaboration: Actively listens to others and seeks to understand diverse perspectives; proactively and effectively manages larger teams; demonstrates the ability to effectively supervise.
2. Flexibility and Adaptability: Demonstrates the ability to adapt to changing priorities and circumstances; takes initiative to solve problems, improve processes, and/or achieve outcomes; learns quickly when faced with new situations or systems.
3. Written and Verbal Communication: Written communication is clear and concise; verbal communication is intentional and straightforward; clearly communicates a shared vision and priorities for the department; clearly conveys objectives, deadlines, and expectations to supervisees.
4. Time and Project Management: Manages multiple competing priorities, tasks, and projects effectively; holds staff and self accountable for achieving objectives; effectively manages conflict among the team, seeing conflicts as opportunities, integrating diverse views and finding common ground, and settling differences in productive ways.                                    
5. Professional Development: Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder; supports supervisees’ professional development by providing opportunities to put skills into practice; connects supervisees to other advocates, experts, mentors, and resources and to substantive training opportunities.
6. Mental Wellness & Spiritual Justice: Knows and understands how systems and structures perpetuate inequities internally and externally; fully supports the organization's efforts to change said systems and structures; works to promote a welcoming and inclusive environment in Dierdre Ware Foundation spaces (workplace, events, trainings, and other convenings).
7. Dierdre Ware Foundation Mission, Vision and Focus: Is passionate about Dierdre Ware Foundation's role and mission and can act as a Dierdre Ware Foundation Ambassador to a diverse set of audiences; stays up-to-date on climate trends, impacts and solutions.

In addition to organization-wide competencies, each role has its own competencies. Below are examples of how each competency manifests in this role.

1. Communication Skills:  Works with internal and external stakeholders to co-create new ideas and implement project plans on department-wide priorities; ensures alignment of the department's and organization's messaging with department- and organization-wide goals.
2. Technology and Data Systems: Possesses knowledge of common design tools, cross-channel marketing, and social media marketing.
3. Strategy Development: Envisions, develops, and implements comprehensive communications plans, message guidance, and media strategies to grow an organization’s influence and impact and leverage opportunities at key moments; manages internal and external stakeholders on fundraising strategy and campaign executions; demonstrates big-picture thinking with their digital communications strategy and ensures alignment of teams' verticals with the organization's overall strategy.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Dierdre Ware Foundation, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience does not align perfectly with every qualification in this job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

The Dierdre Ware Foundation is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, disability or any other category prohibited by local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, social and recreational activities and termination.

Please send a cover letter and resume to team@dierdrefoundation.org.

Excellent benefits, including employer paid 100% employee medical, life, dental, vision insurance. 401K, Paid Parental Leave, and other benefits such as wellness days, vacation and sick time are all included.