Executive Assistant

About Us

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 Chief Advisory Officer, the Executive Assistant plays a key role in optimizing the work of the CAO and the VPs of Philanthropic Advising and Impact-First Investing. This role will own schedule coordination, arranging travel, and meeting logistics for the three Advisory Team leadership roles, and is responsible for supporting the daily work of the CAO.

Managerial Responsibilities

This role does not have any managerial responsibilities.

Essential Duties and Responsibilities

Executive Support to the Chief Advisory Officer (75%)

• Manage the CAO’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.
• Arrange CAO’s international and domestic travel, meeting space, agendas, written materials, and assemble documents as needed to prepare for each.

• Ensure the CAO is fully briefed and prepared for meetings, events, and trips by proactively providing or obtaining background information for these commitments.
• Correspond with important stakeholders and partners on behalf of the CAO, including being copied directly into scheduling threads to ensure seamless continuity and timely response.
• Ensure that files, both electronic and paper, are organized and current using Climate Lead’s systems.
• Proactively manage, complete, and process own expense reports as well as reports for the CAO. Provide support to CAO in processing invoices and contracts.
• Generate and implement ideas for systems, programs, and operational improvements to support the Advisory team and CAO’s work.

Administrative support to VP of Philanthropic Advising and VP of Impact-First Investing (25%)

• Manage the VP PA’s and VP IFI’s calendars and time, performing complex scheduling across global time zones, actively maintaining project time requested, and ensuring that issues and schedules are shared as appropriate.
• Arrange VP PA’s and VP IFI’s international and domestic travel.
• Proactively manage, complete, and process VP PA’s and VP IFI’s expense reports.

Success Criteria

• Exceptional Workflow and Time Management: Proactively initiates action, efficiently manages complex calendars and events, and resourcefully provides creative, proactive solutions to problems.
• Solution Orientation & Judgment: Comfortably navigates constraints by clearly communicating trade-offs and proposing viable alternatives when ideal scenarios aren’t possible. Proactively problem-solves in service of the EVP’s priorities, bringing options forward rather than deferring solutioning.
• Prioritization and Flexibility: Expertly multitasks and prioritizes conflicting demands from all stakeholders, maintaining composure and flexibility while working effectively under pressure.
• Quality and Detail Orientation: Maintains exceptional attention to detail and accuracy across all responsibilities, with equal commitment to both administrative and strategic tasks.
• Collaborative Communication: Thrives in a fast-paced team environment, communicates confidently and professionally with a wide variety of individuals, and able to clearly articulate if and when a rebalance is needed.

Required Experience

Knowledge, Skills, Abilities

• 7+ years of high-level administrative work experience and at least 4 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, a keen sense of tact and discretion, and a high level of professionalism.
• Highly proficient in Google Workspace (Gmail, Docs, Sheets, Slides), project management software (Asana), and CRM data entry and maintenance (Salesforce).
• 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.
• 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.

Salary Range: $130,500 - $145,000

Work Environment

The Climate Lead is headquartered in San Francisco, CA. This position operates in a hybrid environment and is based in our San Francisco, CA, office. Staff in the San Francisco Bay Area currently work in the office Tuesday through Thursday each week and typically work from a home location the other days.

At the Climate Lead, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of or traits historically associated with race, color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran and/or military status), domestic violence victim status, political affiliation, and any other status protected by state or federal law.