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Senior Administrative Assistant

Posted by
ClimateWorks Foundation
|
San Francisco, CA
New
|
Published 7 days ago

About the ClimateWorks Programs Team

The ClimateWorks Programs team is strong and growing. Currently a team of 35 people, 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 Senior Administrative Assistant’s is responsible for supporting several senior level and associate level Directors on the Programs team at ClimateWorks. This position will be responsible for a variety of administrative tasks, including schedule coordination, meeting logistics, and prep of meeting materials. Role will also include updating and managing contacts and mailing lists in Salesforce and assisting with event management platforms such as Aventri. This position will report to the Program Coordinator.

Essential Tasks 

Scheduling and Calendar Management

  • Manage daily calendars and assist with complex scheduling, including funder and partner meetings.
  • Create and fill out scheduling polls to assist in scheduling internal and external group meetings.
  • Prepare calendar invites for internal and external meetings.

Meeting Support

  • Provide full logistics support for in-office events and meetings (when applicable)
  • Provide logistics support for remote meetings such as setting up and managing videoconference platforms, managing breakout rooms, troubleshooting technical problems.
  • Provide support for weekly/monthly team meetings: distribute information, agendas and note taking as needed.
  • Research and/or prepare materials for meetings and presentations; compile reference material 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 (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. (when applicable)
  • Administrative responsibilities may include preparing materials, ordering meals, assisting with conference room AV and managing remote participation. 

Other Administrative Responsibilities

  • Assist with compiling receipts and reconciling monthly expense reports.
  • Assist with database management tasks in Salesforce.
  • In coordination with Program Coordinator and Marketing & Communications, assist with creating and proofreading materials such as newsletters and external mailings in Pardot.
  • Review communications, presentations and documents for accuracy, completeness, format, and grammar.

Required Qualifications 

  • 3-5 years of relevant experience, BS or BA degree preferred
  • Previous experience maintaining complex calendars and coordinating meetings/events
  • High degree of proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), Google docs
  • Previous 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.
  • Excellent organizational skills and attention to detail, ability to effectively prioritize and manage multiple and sometimes competing tasks
  • Excellent verbal and written communication skills.
  • Ability to keep calm under pressure and work with people from all walks of life.
  • Ability to handle sensitive matters with discretion.
  • Ability to work effectively and efficiently (both virtually and in-person) with minimal supervision
  • A commitment to a diverse, inclusive and equitable work environment
  • Tact, poise, professionalism, diplomacy, and a good sense of humor

About the ClimateWorks Programs Team

The ClimateWorks Programs team is strong and growing. Currently a team of 35 people, it includes 12 senior experts (Program Directors and Strategists), each of whom engages partners in many countries to…

Details at a Glance

  • Time Commitment
    Full Time Schedule

Salary

$70,000 - $75,000ClimateWorks offers an excellent benefits package and a competitive salary that is commensurate with experience (geographic differential applied based on location).

Benefits

ClimateWorks offers an excellent benefits package and a competitive salary that is commensurate with experience (geographic differential applied based on location). This position will be located in San Francisco, CA.

Multiple Plans to select from

(Kaiser and UHC)

·        HMO - 100%

coverage for employee and dependents 

·        POS - Employee

pays difference beyond HMO coverage (3 out of 4 POS options are at 100%

coverage for employee and dependents)

·        Dental –100%

coverage for employee and dependents

·        Vision – 100%

coverage for employee and dependents

Fertility Benefit

·        Fertility care

through Carrot Fertility. 

·        Access to

on-demand doctor-approved content, pregnancy support, and virtual chats with

medical, legal, and regulatory experts. 

Disability Benefit (long and

short-term)

Life Insurance (3x base salary

up to $750k for employee only)

PTO 

·        20 days (1st

year)

·        25 days (2nd -

8th year) 

·        30 days (9th

year) 

Holidays

·        11 Observed and

2 floating

401k Plan

·        After 6 months

of service, CWF automatically contributes 9% of gross earnings per pay period

to retirement fund*

·        After 6 months

of service, CWF matches 100% of employee contributions up to a max of 6% of

gross earnings per pay period*

ClimateWorks offers an excellent benefits package and a competitive salary that is commensurate with experience (geographic differential applied based on location). This…

Location

Temporarily Remote
Work must be performed in or near San Francisco, CA
Associated Location
235 Montgomery Street, San Francisco, CA 94104, United States
#1300

How to Apply

ClimateWorks Foundation is an equal opportunity employer and welcomes a diverse candidate pool. The Foundation recognizes diversity as an asset essential to accomplishing its work and views diversity as encompassing differences in race and gender/gender identity, as well as age, national origin, disability, sexual orientation, job skills, education, and geographic location. All qualified candidates are encouraged to apply as soon as possible.

To be considered for this position, interested candidates must follow the link below to submit a resume and cover letter. This position will remain open until filled.

ClimateWorks Foundation is an equal opportunity employer and welcomes a diverse candidate pool. The Foundation recognizes diversity as an asset essential to accomplishing…

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