Executive Assistant

ClimateWorks is a worldwide network of philanthropic and non-governmental organizations whose goal is to prevent dangerous climate change. Our objective is to reduce greenhouse gas emissions by 30 billion metric tons per year by the year 2030 and ensure that global average temperatures do not increase by more than 2° Celsius- a threshold that most climate scientists describe as a dangerous tipping point.

To achieve this objective, ClimateWorks promotes smart government policies that reduce reliance on carbon-intensive energy sources; rapidly deploy clean, efficient energy technologies and low-carbon infrastructure; and reduce the rate of deforestation in the world's largest, most threatened tropical forests. We prioritize this work in the nations, regions, and economic sectors responsible for most greenhouse gas emissions, thereby increasing our chances of success.

ClimateWorks' unique strategy rests on 3 organizational pillars:

• ClimateWorks Foundation manages the Network, conducts in-depth policy research and economic analyses, raises needed funds, and sets funding priorities based on the most urgent challenges and largest opportunities for reducing emissions.
• Regional Climate Foundations (RCFs) manage grant portfolios in priority nations, focusing on local and regional politics and campaign-style advocacy. They draw on deep, in-country political expertise and understanding of local conditions to lay the groundwork for policy victories.
• Best Practice Networks (BPNs) put world-class knowledge to work in the sectors responsible for most greenhouse gas emissions. The policy analysts, technologists, and former regulators who staff Best Practice Networks are deeply embedded in the policymaking process and know how to work with decision makers to ensure policy efficacy.

Position Overview: 

ClimateWorks Foundation seeks a highly professional, self-directed, and motivated Executive Assistant to play a crucial role supporting the Vice President, Latin America/Program Officer, Transportation and his staff and/or consultants in Brazil and Mexico.  The Vice President/Program Officer and his team in Latin America are responsible for developing and implementing the emerging Latin America RCF.  

On behalf of the Vice President/ Program Officer, the Executive Assistant will liaise with a number of internal and external audiences and must employ advanced project management, planning and decision-making skills as well as sound judgment across a broad spectrum of activities.

Because the Vice President/Program Officer is responsible for 2 independent programmatic areas and travels often, the Executive Assistant must possess outstanding organizational discipline, initiative and follow-through. In addition, the Executive Assistant must be very comfortable working independently with minimal supervision. This is an exciting opportunity for a proactive professional with the ability and passion to effect change by providing dynamic support to a leader in the climate change field.

Responsibilities:

The Executive Assistant will perform the following and other duties as assigned, or as needed, to support the Vice President/Program Officer:

• Manage the Vice President/Program Officer's calendar and time with direct responsibility for complex scheduling of high-level colleagues and partners from across the globe.
• Manage and coordinate extensive and dynamic domestic and international travel and meeting logistics for the Vice President/Program Officer.
• Schedule and coordinate international meetings with the Latin America and Transportation Program teams as well as donors and potential donors; these high-level meetings will require coordinating transportation, lodging, technology, materials, and meals from a remote location while working with others inside and outside ClimateWorks.
• Serve as the liaison between the Latin America team, Grants Administration team in San Francisco, and potential grantees in Latin America to provide guidance and instruction on the required documentation for ClimateWorks' internal grant approval process.
• Assist with drafting grant proposal application summaries for the Latin America team.
• Assist in the editing and production of proposal materials to other prospective donors.
• Proactively manage and track expenditures for numerous consulting contracts to ensure that invoices and expenses are submitted in a timely manner; provide first review of expenses before coordinating the approval of these reports with the Finance team in San Francisco.
• Assist with tracking a $4-8 million budget by expense category and donor in order to produce accurate and real-time financial reports to donors; liaise with the Finance team in San Francisco.
• Provide briefing and preparation materials to the Vice President/Program Officer and/or Latin America team for meetings, events, and travel.
• Serve as the "eyes and ears" for the Vice President/Program Officer in team meetings; anticipate upcoming tasks and deadlines, and alert appropriate program team members.
• Aid in the production and quality control of outgoing work products, including creating, editing, and formatting Word, Excel and PowerPoint documents.
• Follow reporting requirements, including completing and submitting monthly expense reports on behalf of the Vice President/Program Officer.
• Manage filing and other general administrative and office duties.

Qualifications:

The successful applicant will have the following minimum qualifications:

• 5 plus years of relevant experience
• BS or BA degree
• Self-motivation, a proactive nature, persistency, flexibility and dependability
• Ability to work effectively and efficiently with minimal supervision
• High degree of comfort with preparing, reviewing and tracking complex, multi-source project budgets
• Previous experience maintaining complex calendars and coordinating meetings/events
• Excellent verbal and written communication skills and strong attention to detail and organizational skills
• High degree of proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint); experience with Salesforce a plus
• 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
• Strong interpersonal communication skills and ability to quickly and accurately analyze problems and identify appropriate solutions
• A high degree of discretion, tact, poise, professionalism, diplomacy, and a good sense of humor
• Ability to work with a team in an entrepreneurial environment and interact with people from all walks of life
• Commitment to the mission of ClimateWorks
• Preference given to candidates with Spanish and/or Portuguese language skills
• Preference given to candidates with experience living or working in Latin America or a developing country
• Occasional travel may be required between Washington, DC and San Francisco, CA

Compensation: The Executive Assistant position will be based in Washington, DC, with an initial week-long training period, provided by ClimateWorks, in San Francisco, CA. ClimateWorks Foundation offers an excellent benefits package and a competitive salary that is commensurate with experience. 

To Apply:

To be considered for this position, interested candidates must follow this link to submit a resume, cover letter, and salary requirements. CEA Recruiting is assisting ClimateWorks Foundation with this search. Inquiries received via phone call or direct email will not be eligible for review. This position will remain open until filled.  

ClimateWorks Foundation is an equal opportunity employer.

CEA Recruiting works with leading environmental nonprofits, foundations, and businesses to recruit top talent and design effective organizational staffing strategies.