| May 16, 2024

Executive Assistant, Programs

Guest Author

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Website ClimateWorks Foundation

About the Organization

ClimateWorks Foundation is a global organization committed to our mission: to end the climate crisis by amplifying the power of philanthropy. Since our founding in 2008, we have awarded over $1.8 billion in grants to more than 850 organizations working to advance climate solutions around the world. We helped grow the field of climate philanthropy to where it stands today, establishing infrastructure, global networks, and momentum for continued growth. Through our Global Programs and Services, we equip philanthropy with global knowledge, networks, and solutions to drive climate progress.

 

·       Scaling solutions: Our collaborative Global Programs — focused on solution areas including carbon dioxide removal, cooling, industry, transportation, and more — produce results that are bending the greenhouse gas emissions curve. From the U.S. to Europe, China, Brazil, and beyond, we collaborate with a diverse community of funders, NGOs, and climate leaders to accelerate just and equitable climate solutions.

 

·       Guiding and supporting funders: Our Global Services provide funders with comprehensive resources to assess, build, evolve, and execute high-impact climate-giving strategies. Our Global Intelligence service equips funders and the climate community with climate insights to pinpoint opportunities for impact and philanthropic insights to help identify investment priorities. We facilitate Global Collaborations that enable funders to increase individual and collective impact. Our Global Grantmaking services enable funders to invest in climate solutions around the world.

 

·       Fostering collaboration, exploration, and growth: Our collaborative approach and commitment to learning ensures that we continuously explore innovative ideas and emerging opportunities — all with the aim of scaling philanthropy-supported initiatives to help end the climate crisis.

As experts in climate science, public policy, economic and social analysis, and strategic philanthropy, ClimateWorks’ staff understands the multi-faceted challenges and opportunities of climate change. We are researchers, strategists, collaborators, and grantmakers who care passionately about our mission. For more information, please visit www.climateworks.org.

 

 

About the ClimateWorks Programs Team

The ClimateWorks Programs team is strong and growing. Currently a team of 65 people[SW1] [MNL2] , it includes 12 senior experts (Program Directors and Strategists), each of whom engages partners in many countries to advance climate solutions globally. Senior Programs staff are sought after international experts, authors, speakers, and network-builders. Information on ClimateWorks’ Global Programs can be found here: https://www.climateworks.org/programs.

 

 

Job Summary

The Executive Assistant will provide administrative duties for several senior level and associate level Directors on the Programs team at ClimateWorks. This position will report to the Associate Director, Programs Administration, who will help manage the various requests for schedule coordination and meeting logistics. EA responsibilities will include fast-paced and often complex scheduling and calendar management, coordinating logistics and materials for meetings, assisting with travel arrangements, supporting in-office meetings, expense reporting and other related duties as required. This role will also include updating and managing contacts and mailing lists in Salesforce and assisting with event management platforms such as Stova. The Executive Assistant is an integral member of the teams they support and will collaborate with other EAs to provide high-level support to the Programs team leadership.

 

Essential Tasks 

  • Manage daily calendars and assist with complex scheduling, including funder and partner meetings.
  • Will create and fill out scheduling polls on behalf of Senior and Associate Directors to assist in scheduling internal and external group meetings.
  • Prepare calendar invites for internal and external meetings.
  • Provide logistics support for remote meetings such as setting up and managing videoconference platforms, managing breakout rooms, troubleshooting technical problems.
  • Compile receipts and reconciling monthly expense reports for the Directors.
  • Assist with database management tasks in Salesforce.
  • Provide full logistics support for in-office events and meetings. In-office support may include ordering meals, assisting with conference room AV and managing remote participation, and preparing and distributing materials.
  • In coordination with the Senior Coordinator Programs, Events support logistics for external meetings hosted by the various teams this role will support (this may include managing hotel blocks, registration, locating venues, managing travel reimbursements)
  • Provide support for weekly/monthly team meetings: distribute information, agendas and note taking (as needed).
  • Review communications, presentations and documents for accuracy, completeness, format and grammer (as needed).
  • (When applicable) In coordination with CWF travel agent, assist Directors with domestic and international travel arrangements: flights, hotels, ground transportation, and any needed logistics. Provide travel package with background, briefings, maps, and bios as needed.
  • Ensure that the Directors are fully briefed and prepared for meetings, events, and trips by providing or obtaining background information for these commitments and providing detailed itineraries for Directors for any business travel.
  • In coordination with Program Associates and MarComms, assist with creating and proofreading materials such as newsletters and external mailings in Pardot as needed.

 

Required Qualifications  

  • Must have:
  • 5+ years of administrative work experience, with 2+ years in a senior administrative/executive assistant role
  • Previous experience maintaining complex calendars and coordinating meetings/events.
  • Excellent verbal and written communication skills.
  • Attention to detail and strong organizational skills.
  • High degree of proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), Google docs
  • Ability to judge the relative importance of issues and act independently to address them, applying the appropriate level of urgency and drive to achieve results.
  • Ability to keep calm under pressure, prioritize and manage multiple and sometimes competing tasks, and multi-task.
  • Good interpersonal communications skills.
  • Ability to quickly and accurately analyze problems and identify appropriate solutions.
  • Ability to handle sensitive matters with discretion.
  • Tact, poise, professionalism, diplomacy, and a good sense of humor; the ability to work with a team and to interact with people from all walks of life.
  • Ability to work effectively and efficiently (both virtually and in-person) with minimal supervision
  • A commitment to a diverse, inclusive and equitable work environment

 

Nice to have:

  • BS or BA degree
  • Experience working with international partners and scheduling across international time zones
  • Experience with Salesforce and Stova (or other event management platform)
  • Past work at a philanthropic and/or environmental organization

 

 

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To apply for this job please visit apply.workable.com.