Climate Lead · 2 hours ago
Executive Assistant
San Francisco, CA
Full-time
Hybrid
Senior Level
$130K/yr - $145K/yr
5+ years expClimate Lead empowers philanthropic leaders to take immediate climate action. The Executive Assistant will optimize the work of the Managing Director, Finance & Operations by managing schedules, coordinating meetings, and providing comprehensive administrative support.
AdviceConsulting
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
Qualification
Required
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
Preferred
Experience coordinating and creating collaborative environments among organizations
Experience working in a startup or fast-growth environment
International work experience or past experience supporting leaders working internationally
Company
Climate Lead
By serving as an impartial guide, Climate Lead equips new climate philanthropists with the information and insights they need to drive transformative solutions.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase