Executive Assistant

Position Title:  Executive Assistant

Reports To: Executive Director 

Location: Berkeley, CA (hybrid workplace, in-office attendance required with up to 3 days remote each week)

Classification: Non-Exempt, Full-Time

Compensation:   $106,130 - $142,620, commensurate with experience, plus benefits*

Deadline: Open until the position has been filled

About Prison Law Office

The Prison Law Office (PLO) is a nonprofit public interest law firm based in Berkeley, California that strives to reduce incarceration and demands fair and humane treatment for people who remain in prisons, jails, detention facilities, and juvenile facilities, and those who are on parole. PLO engages in class action and other impact litigation, advocates for policy and law changes, assists individuals in administrative actions and lawsuits, educates the public, creates and distributes self-help information, and lends technical assistance to other attorneys.

Position Summary 
The Executive Assistant works at the direction of and under the supervision of the Executive Director to provide high-level administrative and project management support to the Executive Director and Management team, helping to ensure the smooth functioning of the organization’s operations and leadership activities. Serving as a key liaison between the Executive Director, Management team, and staff, the Executive Assistant manages complex scheduling and communications with key parties, coordinates logistics and materials for meetings and events, and supports organization-wide initiatives. As a trusted and confidential partner to the Executive Director, the role requires exceptional organization, strong communication skills, sound judgment, and the ability to anticipate needs, manage competing priorities, and handle sensitive information with discretion.

Key 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.
• Assist with high-level communications, including drafting and copy-editing emails and other communications for the Executive Director.
• Provide administrative coordination for staff and Board meetings, including arranging logistics, preparing meeting materials, taking notes, and tracking attendance. 
• Act as confidential notetaker to the Executive Director in select meetings, including but not limited to discussions on management topics, organizational finances, confidential personnel matters, and Board discussions.
• Provide other administrative support, including travel support, logistical support, expense reimbursements, and billing records
• Assist with grant reporting.
• Support administrative and business operations, including: project managing organization-wide affairs, including community events, trainings, and social events.
• Manage office-wide administrative projects, 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 at the direction of Management and/or case teams.
• Support maintenance of building facilities, office equipment, and office supplies.
• Other duties as assigned by the Executive Director and the Management team. 
  

Required Qualifications

• Bachelor’s degree
• 5+ years serving as an administrative assistant or other similar experience
• Ability to exercise diplomacy and tact in handling confidential and/or sensitive matters, including personnel matters
• Excellent written communication skills
• Strong attention to detail with demonstrated time-management, priority-setting, and organizational skills
• High self-initiative and ability to work both independently and as part of a team
• Ability to work in a fast-changing environment with flexibility and adaptiveness
• Demonstrated technological proficiency, including but not limited to advanced working capabilities with Google Workspace (including advanced calendar management and document formatting); Microsoft Office Suite (Word, Excel, PowerPoint); Adobe; Zoom / virtual meeting platforms; document management systems; and basic spreadsheets and expense tracking
• Prior experience supporting an executive-level position in a legal setting is preferred

Preferred Qualifications (Not Required)

• 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 that requires all employees to work on site at least two days per week, including Wednesdays, with flexibility for remote work on the remaining days, depending on work travel requirements.

Application Instructions

• Please submit:
  • your resume, 
  • a cover letter explaining your interest in the position and relevant administrative experience, and
  • a sample of your writing that you are particularly proud of (it can be on any subject).
• 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

Prison Law Office is an Equal Opportunity Employer committed to creating an equitable, diverse, and inclusive organization and community. We can only maintain excellence by recruiting and retaining a staff that reflects a wide range of identities, experiences, and perspectives — including all races, ages, citizenships, national origins, disabilities, gender identities, languages, military experiences, sexual orientations, religions, socioeconomic backgrounds, and historically excluded communities.

We also 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.