The Public Interest Law Center (“the Law Center”) is a nationally renowned public interest law firm whose mission is to use high-impact legal strategies to advance the civil, social, and economic rights of communities in the Philadelphia region facing discrimination, inequality, and poverty. We combine targeted litigation, legal advice, community education, advocacy, and organizing to secure people’s access to fundamental resources and services, including a high-quality education, health care, housing and community services, employment, a healthy neighborhood and the unencumbered right to vote. We accomplish our mission in partnership with a robust network of pro bono partners, community partners, volunteers and other essential stakeholders. The Law Center strongly values equity, inclusion, achieving racial and social justice, and empowering client communities through our high-impact work.
We are hiring for an Executive Administrative Assistant. This exciting position is an essential team member that will work with every level of staff. The position’s administrative functions support the operations of the office, the Development team, Executive Director and general office administration and serves as a critical support to the Law Center’s day-to-day needs and overall mission. The position reports to the Director of Development and Communications and Executive Director and works closely with all Law Center staff to undertake legal, administrative, operational and compliance duties and responsibilities. The tasks and responsibilities of this role will vary depending on the needs of the office and the needs of the Executive Director at any given time.
The ideal candidate is a proactive thinker and doer, someone who is nimble and able to prioritize competing needs, an independent starter and a creative thinker, someone who can juggle different tasks at once with special attention to detail and deadlines, comfortable with technology and exploring new ways to leverage data, someone who has excellent time management skills and someone who can work in a fast paced environment while maintaining a great sense of humor. Intermediate to advanced knowledge of Excel and Legal Server software to manipulate data are highly preferred skills.
FUNCTIONS AND RESPONSIBILITIES
Development and Communications Administration (25%)
- Work with accountant and Director of Development to prepare monthly reports tracking grant spending activity.
- Schedule and take notes at grant tracking meetings.
- Assist development associate with creation and distribution of donation database, thank you letters and receipts.
- Assist with Law Center’s Annual Event as directed by the development associate; staff the event day-of.
- Occasionally draft content for communications or development projects.
Executive Administration (35%)
- Prepare correspondence (letters, email) and respond to correspondence as directed by Executive Director.
- Screen and return phone calls for Executive Director.
- Coordinate and schedule meetings for Executive Director; plan, coordinate and oversee logistical details for Board meetings and Board events.
- Maintain Outlook calendar for the Executive Director.
- Communicate with Board members on a regular basis.
- Provide administrative support in Board matters including notetaking at Board and committee meetings.
- Provide other executive assistant support as needed.
Office Administration (35%)
- Serve as Legal Server administrator.
- Track City Council bills on a weekly basis during session and send legislative updates to the relevant attorneys.
- Respond to intake and make referrals when appropriate; record information in Legal Server.
- Open, process and route mail. Monitor email and voicemail for program staff in timely fashion.
- Maintain office-wide filing system and for individual attorneys when needed.
- Assist Director of Administration with tracking case costs of faxing, copying, printing, and postage.
- Coordinate and schedule office meetings and events.
- Provide administrative support to intern hiring committee and administer logistical needs of internship program, including being point of contact for schools; maintain recruitment list; post internship positions and manage applications and related workflow; implement evaluation system; coordinate other necessary tasks and responsibilities; occasionally supervise an intern.
- Assist with hiring by providing administrative support to the hiring team (s) and Executive Director. Tasks will include updating and maintaining recruitment lists; circulate job postings; receiving and reviewing job applications; communicating with applicants and scheduling interviews.
- Schedule and help coordinate orientation and onboarding for new hires and interns
- Work with the Law Center’s technology team to ensure office technology is functioning smoothly.
REQUIRED EDUCATION AND EXPERIENCE
- Bachelor’s degree or equivalent work experience.
- At least 2 years in an administrative position preferred.
- Demonstrated excellent writing and communication skills.
- Experience interacting with Boards and other external stakeholders
- Experience working with Excel and Legal Server
- Interest or knowledge in one or more of our six subject areas: education, employment, environmental justice, housing, healthcare, and/or voting.
WORK ENVIRONMENT
This position operates in a hybrid office environment (Tuesday, Wednesday, and Thursday on-site in Philadelphia; Monday and Friday remote work) as well as off-site locations.
The Law Center does require that all employees, including new employees, be fully vaccinated. The Law Center will require proof of COVID-19 vaccination at time of hire. If you require more information on our policy, please contact us.
OTHER DUTIES
This job description is not designed to provide a comprehensive listing of all activities, duties or responsibilities that are required for this job. Duties, responsibilities and activities may change at any time with or without notice.
COMMITMENT TO DIVERSITY, EQUITY AND INCLUSION
The Public Interest Law Center is an equal opportunity employer. We are committed to ensuring a workforce that embraces and embodies the values of inclusion, belonging, equity, cultural humility and mutual respect. We are eager to receive applications from people of all diverse backgrounds including, but not limited to, people of color, people with disabilities, people who have experienced poverty or homelessness, and members of the LGBTQ+ community.
The Law Center invites all applicants to include in their letter of interest a statement about how your unique background and/or experiences might contribute to the diversity, cultural vitality, and perspective of our organization, fundraising and development strategies.
The Law Center is committed to protecting the safety of children.
COMPENSATION AND BENEFITS
The salary range for this position is commensurate with desired experience level in an ideal candidate, $50,000 to $55,000 annually. The Law Center offers a generous benefits and leave package, including medical/dental insurance, short and long-term disability, a retirement plan with employer match, life insurance, ample paid time off (PTO), federal holidays, paid parental leave, and paid FMLA.
HOW TO APPLY
Please submit via email a resume, a letter of interest that describes your relevant experience and why you would be a good fit for this position at the Law Center, a short writing sample relevant to the position of ten pages or less and contact information (please include phone numbers) for at least three professional references by email here.
If possible, please format your materials as a single PDF file. Writing samples can include email or other correspondence that displays your writing ability, a report or paper you authored or community education materials you prepared.
Applications will be accepted on a rolling basis, with preference given to candidates who submit their application by April 15, 2023. Interviews for the position will start the end of April until position is filled.
