Job Description

Position Title: Executive Assistant to Senior Vice President

Program/ Department: Administrative

Work location: Hybrid (Primarily SF & Oakland)

Classification: Full-time, permanent, Exempt

Reports to: Chief of Staff

Salary: $90,000- $110,000

The Executive Assistant provides high-level administrative and strategic support to the Senior Vice President of Strategy & Policy, managing complex scheduling, travel, communications, document preparation, and special projects with discretion. Serving as a key gatekeeper, this role anticipates executive needs and works closely with Sister Warriors Freedom Coalition (SWFC) leadership and staff to ensure alignment with the organization’s mission, values, and Freedom Charter.

This role provides high-level administrative and coordination support, focusing on scheduling, communications, logistics, and follow-through to enable the Senior Vice President to operate effectively and stay focused on priorities. The Executive Assistant works closely with the Chief Executive Assistant to the President to ensure alignment, clear handoffs, and consistent systems across executive support roles. This role does not directly support the President and does not carry organization-wide strategy or decision-making authority.

About Sister Warriors Freedom Coalition:

Sister Warriors Freedom Coalition is a grassroots project led by formerly incarcerated and systems-involved women and trans people. Coolectively we have survived poverty, trauma, violence, incarceration, systemic abandonment, extreme sentences, gender-based violence, family separation, and systematic dehumanization. We know harm ripples through families and communities, so we organize entire ecosystems affected by incarceration. This lived experience drives us to create space for everyone: having experienced complete exclusion, we exclude no one.

Core Responsibilities:

Executive & Administrative Support

• Manage the Senior Vice President of Strategy & Policy’s calendar, travel, email, and meeting logistics with precision and discretion. Coordinating availability and resolving conflicts.
• Prepare presentations, briefings, reports, agendas, and meeting minutes for internal and external engagements as requested.
• Serve as a liaison with internal and external stakeholders, maintaining professionalism and confidentiality.
• Track action items, deadlines, and follow-ups related to the Senior Vice President’s work.
• Respond to routine communications on behalf of the Senior Vice President as appropriate.
• Maintain organized records, files, and systems related to executive support.
• Track and manage special projects, deadlines, correspondence, and expense reporting.
• Facilitate internal communications to ensure clear, timely information sharing.
• Anticipate needs and proactively resolve issues to maximize executive effectiveness.
• Escalate issues, conflicts, or scheduling risks as needed.

Team Systems & Staff Support

• Develop and maintain internal systems and tools that support a high-functioning, mission-aligned team culture.
• Provide operational and project support to Directors, staff, and the Senior Vice President of Strategy & Policy as needed.
• Evaluate current systems and identify new possibilities for team collaboration, efficiency, and digital administration.
• Train and support current team members in the latest digital tools that could improve their workflow.
• Maintain accurate records and support the distribution of current Sister Warriors merchandise/swag.

Systems & Administrative Support

• Use and help maintain shared administrative systems and tools (calendars, trackers, templates).
• Support consistent executive support practices across the organization.
• Coordinate with the Chief Executive Assistant to the President to align systems, processes, and rhythms.
• Assist with onboarding or transitions related to executive leadership changes as needed.

Professionalism & Confidentiality

• Handle sensitive information with discretion and professionalism.
• Maintain clear boundaries around role scope, authority, and confidentiality.

Sister Warriors Action Fund (SWAF), a project of Beyond Impact, is an affiliated 501 (c)(4) fiscally sponsored project allied with Sister Warriors Freedom Coalition. Sister Warriors Action Fund (SWAF) uplifts the leadership of those who have experienced and continue to experience the devastating and intergenerational effects of incarceration, poverty, and gender-based violence in our work through: grassroots power building and organizing, electing the champions we need, creating systems change through policy and direct democracy, engaging in leadership development, moving narrative and culture change, and through building organizational resilience.

The Executive Assistant position requires 30% percentage of time engaged in advancing the mission of SWAF through a cost-sharing agreement between the two separate entities. The Executive Assistant is required to track and submit detailed, accurate timesheets regularly to account for time spent on each organization's activities, in accordance with the inter-entity cost-sharing agreement.

Key Responsibilities

• Support the Senior Vice President of Strategy and Policy, helping manage their time and priorities relative to 501(c)(4) strategies and activities.
• Manage the Senior Vice President of Strategy & Policy’s calendar, travel, email, and meeting logistics with precision and discretion.
• Lead time and expense tracking for the Senior Vice President of Strategy & Policy
• SWAF activities.

Other duties and projects as assigned.

Skills & Qualifications

• Experience supporting a senior leader in an executive assistant or administrative role.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and reliability.
• Comfort working in a fast-paced, evolving nonprofit environment.
• Familiarity with California workplace norms and expectations preferred.