Executive Assistant

Climate Lead•San Francisco, CA

6d•Hybrid

About The Position

Reporting to the Managing Director, Finance & Operations, the Executive Assistant plays a key role in optimizing the work of the Managing Director, Finance & Operations. This role will own schedule coordination, meeting logistics, preparing meeting materials, arranging travel, team retreats, and supporting the daily work of the Managing Director, Finance & Operations.

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 Managing Director, Finance & Operations 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 Managing Director, Finance & Operations international and domestic travel, meeting space, agendas, written materials, and assemble documents as needed to prepare for each.
Ensure that the Managing Director, Finance & Operations 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 Managing Director, Finance & Operations 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 Managing Director, Finance & Operations in tracking deadlines and follow-ups.
Proactively manage, complete, and process own expense reports as well as reports for the Managing Director, Finance & Operations. Provide support to Managing Director, Finance & Operations 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 Managing Director, Finance & Operations.
With assistance from the Managing Director, Finance & Operations, 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 Finance & Operations Team (this includes posting reminders on slack, managing the Finance & Operations Team calendar, 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 Finance & Operations Team retreats as well as planning and logistics as needed.
Serve as a shared administrative resource for the Finance & Operations Team, providing support across the team in addition to the Managing Director, ensuring smooth operations and timely assistance for all team members.
At the request of the Managing Director, Finance & Operations, provide support to the team for complex calendaring and meeting prep.
At the request of the Managing Director, Finance & Operations, 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 Managing Director, Finance & Operations.
Provide back-up front desk support, as needed, including visitor check-in and general office inquiries.