Executive Assistant

Climate Lead•San Francisco, CA

3d•Hybrid

About The Position

Climate Lead empowers philanthropic leaders everywhere to take immediate and far-reaching climate action. Climate Lead equips new climate philanthropists with the information and insights they need to drive transformative solutions by serving as an impartial guide. We cut through the complexity by curating roadmaps in partnership with a diverse network of experts to help philanthropists make a bold impact on climate from day one. Summary Reporting to the Chief Communications Officer, the Executive Assistant plays a key role in optimizing the work of the Chief Communications Officer. This role will own schedule coordination, meeting logistics, preparing meeting materials, arranging travel, team retreats, and supporting the daily work of the Chief Communications Officer. Managerial Responsibilities This role does not have any managerial responsibilities.

Requirements

5+ years of administrative work experience and 2+ years in a senior administrator/executive assistant role or equivalent.
Past experience interacting with high-level leaders.
Excellent written and verbal communication skills
Demonstrates patience, flexibility, keen sense of tact and discretion, and a high level of professionalism.
Highly proficient in Google Workspaces (Gmail, Docs, Sheets, Slides), Microsoft 365 ( Word, Excel, PowerPoint, etc.), and project management software (Asana).
Ability to work and adapt in a fast-paced, sometimes ambiguous environment, taking high-level direction and running with it independently.
Strong ability to prioritize and manage others at all levels of the organization.
Highly organized and “forward thinking” (i.e., looking ahead to deadlines and conflicts).
Ability to handle sensitive matters with discretion, highest integrity, and confidentiality.

Nice To Haves

Experience coordinating and creating collaborative environments among organizations is preferred.
Experience working in a startup or fast-growth environment is a plus.
International work experience or past experience supporting leaders working internationally is a plus.

Responsibilities

Manage the Chief Communications Officer’s calendar and time, performing complex scheduling across global time zones, actively maintaining project time requested, ensuring that issues and schedules are shared as appropriate. This requires scheduling complex meetings, frequently across time zones.
Arrange Chief Communications Officer’s international and domestic travel, meeting space, agendas, written materials, and assemble documents as needed to prepare for each.
Ensure that the Chief Communications Officer is fully briefed and prepared for meetings, events, and trips by proactively providing or obtaining background information for these commitments and thinking through next steps.
Prepare, research, and compile materials for meetings and presentations, including PowerPoint presentations.
Draft communications for the Chief Communications Officer and/or review communications and documents for accuracy, completeness, format, and grammar.
Ensure that files, both electronic and paper, are organized and current using Climate Lead’s systems.
Coordinate team projects within established timeframes; assist the Chief Communications Officer in tracking deadlines and follow-ups.
Proactively manage, complete, and process own expense reports as well as reports for the Chief Communications Officer.
Provide support to Chief Communications Officer in processing invoices and contracts.
Maintain collaborative relationships with peers and colleagues, contributing to a positive working environment in alignment with Climate Lead’s mission and values and as a representative of the Chief Communications Officer.
With assistance from the Chief Communications Officer, formulate own learning and development plan and identify and seek out professional development opportunities, including networking, informational interviews, training, projects, etc.
Ensure overall smooth and effective daily administrative operations of the Communications Team (this includes posting reminders on slack, managing the Communications Team and Editorial calendars, etc…)
Assist in preparation, coordination, and execution of team-wide meetings, including calendar invitations; creating agendas; coordinating with guests; help to prepare decks, mural boards and other presentation materials; disseminating necessary information before/after; managing Zoom bookings/troubleshooting, and taking meeting notes when needed.
Manage calendaring for Communications Team retreats as well as planning and logistics as needed.
Serve as a shared administrative resource for the Communications Team, providing support across the team in addition to the Chief Communications Officer, ensuring smooth operations and timely assistance for all team members.
At the request of the Chief Communications Officer, provide support to the team for complex calendaring and meeting prep.
At the request of the Chief Communications Officer, lead special projects or assignments (ie, All Staff events, etc.)
Generate and implement ideas for systems, programs, and operational improvement to support work of the team and Chief Communications Officer.