Executive Assistant

Climate Lead • San Francisco, CA

12h • 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 Senior Executive Assistant to the President, this Executive Assistant role plays a key role in optimizing the work of the President and of the Senior Director, People, and their teams. This role will own schedule coordination, and meeting logistics, preparing meeting materials, arranging travel, team retreats, and supporting the daily work of the President, the Senior Director, People, and the People Team. 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 from many different disciplines, businesses, and philanthropic organizations.
• Exhibits strong research and analytical skills.
• Excellent communication skills: written, verbal, and presentation preparation.
• Highly proficient in both Google Workspace (Docs, Sheets, Slides) and Microsoft Office (Word, Excel, Outlook, PowerPoint), project management software (Asana).
• Strong ability to prioritize and influence others at all levels of the organization.
• Maintains high performance and focus during periods of organizational change or shifting priorities.
• Demonstrates patience, flexibility, professionalism, and the highest integrity.
• Serves as a trusted partner by managing privileged information with the utmost confidentiality and diplomacy.
• Highly organized and “forward thinking” (i.e., looking ahead to deadlines and conflicts).

Nice To Haves

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

Responsibilities

• Administrative Support to President (50%) Manage the President’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, sometimes in many time zones. Arrange the President’s complex international and domestic travel, meeting space, agendas, written materials, and assemble documents as needed to prepare for each. Ensure that the President 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. Ensure that files, both electronic and paper, are organized and current using Climate Lead systems. Proactively manage, complete, and process own expense reports as well as reports for the President and President’s Office invoices and contracts. Generate and implement ideas for systems, programs, and operational improvement to support the team and the President’s work.
• Administrative Support to Senior Director, People 35% Manage the Senior Director, People’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, sometimes across time zones. Arrange Senior Director, People’s international and domestic travel, meeting space, agendas, written materials, and assemble documents as needed to prepare for each. Prepare, research, and compile materials for meetings and presentations, including PowerPoint presentations. Draft communications for the Senior Director, People 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 Senior Director, People in tracking deadlines and follow-ups. Proactively manage, complete, and process own expense reports as well as reports for the Senior Director, People. Provide support to Senior Director, People in processing invoices and contracts. Generate and implement ideas for systems, program, and operational improvement to support the team and the Senior Director, People’s work. Lead special projects or assignments from the Senior Director, People.
• People Team Administrative Support (15%) Ensure overall smooth and effective daily administrative operations of the People Team (this includes posting reminders on Slack, managing the People Team calendar). Assist in preparation, coordination, and execution of team meetings, including creating agendas, taking meeting notes, disseminating necessary information before/after, managing Zoom bookings/troubleshooting, and calendar invitations. Manage calendaring for People Team events and partner where necessary with relevant Executive Assistants on planning and logistics. At the request of the Senior Director, People, provide support to the team for complex calendaring and meeting prep. 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 both the President and the Senior Director, People.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed