Executive Assistant, Third Derivative

Rocky Mountain Institute•Remote - California, CA

3d•$70,510 - $86,903•Remote

About The Position

The Executive Assistant will primarily support Third Derivative’s Managing Director, with the possibility of providing some support to additional program Principals. The role manages the Managing Director’s calendar, prepares them for meetings and engagements, handles administrative tasks, coordinates travel, and provides day-to-day support with technology platforms. The Executive Assistant is expected to anticipate needs, respond effectively to changing priorities, handle sensitive information with discretion, and assist with projects beyond their primary responsibilities as needed. Third Derivative (D3), founded by RMI and New Energy Nexus, is an open, collaborative climate tech ecosystem that accelerates startups and moves markets. Through a global network of experts, corporate partners, and investors, D3 supports climate tech entrepreneurs in bringing new ideas and innovations to market and advancing a clean future worldwide. This remote-ready role can be based anywhere in the continental United States. RMI offices are available in New York City, Washington, DC, Oakland, Boulder, and Basalt. The role includes occasional travel for in-person meetings and gatherings. Essential IT equipment, a one-time home technology payment, and a monthly work-from-home/commuter allowance are provided. The salary range is $70,510–$86,903, with an annual bonus target of 5% and eligibility for merit-based increases.

Requirements

At least 5 years of experience as an Executive Assistant in a professional environment.
Experience planning events and domestic and international travel.
Proficiency in Microsoft Office and Zoom.
Proficiency with a cloud-based enterprise resource platform such as Workday.
Excellent written and verbal communication skills.
Ability to identify potential problems before they arise and proactively propose solutions.
Ability to maintain professionalism and strict confidentiality at all times.
Good judgment and strong decision-making ability.
Fluency in English.
Strong organizational, interpersonal, and listening skills; ability to manage multiple responsibilities accurately and independently.

Responsibilities

Manage the Managing Director’s calendar.
Prepare the Managing Director for meetings and engagements by providing relevant information, reserving preparation time, scheduling preparation meetings, and completing tasks that support effective leadership.
Submit timesheets and expense reports and maintain related documentation.
Understand the Managing Director’s priorities and commitments and adjust arrangements proactively, including with little advance notice.
Handle daily requests from the Managing Director and follow up in a timely, professional manner.
Use discretion with the corporate credit card and communicate professionally by email on the Managing Director’s behalf.
Serve as a day-to-day troubleshooting contact for Microsoft Office, Teams, and other platforms, resolving issues and communicating solutions to the team.
Arrange and manage logistical and booking details for the Managing Director’s domestic and international travel, and maintain travel rewards and membership programs.
Respond quickly to unanticipated travel changes and ensure travel documents are current, including passports, TSA PreCheck, Global Entry, and driver’s license.
Maintain proficiency with RMI-approved platforms and tools, including Microsoft Office, Zoom, Workday, Adobe, and Monday.com.
Work with IT to proactively resolve the Managing Director’s software-platform issues and communicate solutions.
Pursue improvements in skills and technical proficiency independently and by learning from peers.
Take concise notes, capture action items, and follow up with appropriate team members to ensure completion.
Assist with projects outside primary responsibilities and deliver work within identified timeframes with minimal oversight.
Handle changes to schedules, plans, and workloads graciously and efficiently, and identify solutions to difficult situations.
Manage the Managing Director’s expenses according to policy with impeccable ethics and discretion, and keep information learned through supporting the Managing Director strictly confidential.
Represent RMI professionally to internal and external contacts, including people at senior levels in corporations, foundations, government, and academic institutions.
Travel occasionally for in-person meetings and gatherings.

Benefits

Medical, dental, and vision insurance.
403(b) retirement match with immediate vesting.
Group life, AD&D, and short- and long-term disability coverage.
Optional voluntary life, AD&D, and accident plans.
Health savings or flexible spending accounts.
Fertility and hormonal health support.
Mental health and wellness support.
Comprehensive leaves of absence, including generous parental leave.
Generous paid time off and sick leave.
Paid sabbatical leave.
Regional holidays, including at least one extended break in each geography.
Work-from-home and home technology allowances.
Learning and development opportunities, including LinkedIn Learning and an annual individual professional development budget.
Potential for bonuses and merit increases.
Discount marketplace, including gym memberships and pet insurance.
Hybrid and remote work options.
Team retreats and geographic meetups.
Rewards and recognition programs.
Travel costs covered for occasional in-person meetings.
Essential IT equipment and a one-time home technology payment.