Executive Assistant

Climate Lead•San Francisco, CA

10d•$130,500 - $145,000•Hybrid

About The Position

Climate Lead is seeking an Executive Assistant to optimize the work of the Chief Advisory Officer (CAO) and the VPs of Philanthropic Advising and Impact-First Investing. Reporting to the CAO, the position owns schedule coordination, travel arrangements, and meeting logistics for the three Advisory Team leaders, while providing day-to-day support to the CAO. The role has no managerial responsibilities. The Executive Assistant manages complex calendars across global time zones, arranges domestic and international travel, prepares meeting logistics and materials, and ensures leaders are briefed for meetings, events, and trips. The role also manages correspondence, files, expense reports, and support for invoices and contracts, and develops operational improvements for the Advisory team. The position is based in Climate Lead’s San Francisco office in a hybrid environment. Bay Area staff work in the office Tuesday through Thursday and typically work from home on other days. The salary range is $130,500–$145,000.

Requirements

At least 7 years of high-level administrative work experience, including at least 4 years in a senior administrator or executive assistant role, or equivalent.
Past experience interacting with high-level leaders.
Excellent written and verbal communication skills.
Patience, flexibility, tact, discretion, and a high level of professionalism.
High proficiency in Google Workspace, including Gmail, Docs, Sheets, and Slides.
Proficiency in Asana and Salesforce CRM data entry and maintenance.
Ability to adapt and work independently in a fast-paced, sometimes ambiguous environment, taking high-level direction and acting on it.
Strong ability to prioritize and manage others at all levels of the organization.
Strong organization and forward planning, including anticipating deadlines and conflicts.
Ability to handle sensitive matters with discretion, integrity, and confidentiality.

Nice To Haves

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

Responsibilities

Manage the CAO’s calendar and time, including complex scheduling across global time zones and coordination of project time, issues, and schedules.
Arrange the CAO’s domestic and international travel, meeting space, agendas, written materials, and documents.
Prepare the CAO for meetings, events, and trips by proactively providing or obtaining background information.
Correspond with stakeholders and partners on behalf of the CAO, including managing scheduling communications and timely responses.
Keep electronic and paper files organized and current using Climate Lead’s systems.
Complete and process personal expense reports and expense reports for the CAO.
Support the CAO with processing invoices and contracts.
Develop and implement systems, programs, and operational improvements to support the Advisory team and CAO.
Manage the calendars and time of the VP of Philanthropic Advising and VP of Impact-First Investing, including complex scheduling across global time zones.
Arrange domestic and international travel for the VP of Philanthropic Advising and VP of Impact-First Investing.
Manage, complete, and process expense reports for both VPs.
Prioritize conflicting stakeholder demands, communicate trade-offs, and propose workable alternatives while maintaining accuracy, discretion, and composure.