Executive Assistant, Marketing & Communications

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ClimateWorks Foundation

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Remote

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28 days ago

Description

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 $1.3 billion in grants to more than 600 organizations advancing 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 our Team

Climate change is one of the defining issues of our time – impacting our health, our safety, and our livelihoods now and for generations to come. Despite growing awareness and increased public mobilization on this issue, we are not yet on track to contain this threat. But we can be. Humanity has the solutions and the pathways to end this crisis, and collectively we can make this decade be the one for climate action.

Sounds compelling? We think so too. The Marketing and Communications team at ClimateWorks Foundation has a key role to play in building awareness, generating funder interest, and promoting philanthropic collaborations that can help end the climate crisis. We’re a quickly growing team of 14, working to expand the organization’s impact, outreach, and engagement to funders, partners, and grantees globally.


Job Summary

We are looking for an executive assistant to perform a variety of administrative functions in support of our team. Key responsibilities will include managing calendars and meetings, supporting contract processing, assisting with expense management, and making travel arrangements. With rapid growth in our communications activities, we’ll look to the executive assistant to contribute to a variety of communications projects and assist with project management. You will be an essential part of our team’s work to establish ClimateWorks as a leading global partner to philanthropy for driving big outcomes on climate. To be successful in this role, you will be well-organized, self-directed, have great time management skills, and strong follow-up.



Essential Tasks

Senior director support

  • Manage the senior director’s calendar, handle business communications, provide support services and help prioritize demands on her time. Recommend appropriate course of action, referral, or response.
  • Manage expense reporting, including receipt gathering, monthly expense report filing, and online approvals for department expenses.
  • Help with budget preparation and management, including quarterly reporting and ensuring costs are appropriately tagged and allocated within accounting systems.

Department administration

  • Schedule cross-team/cross-org meetings with both internal and external attendees.
  • Support team meetings: help build agendas, distribute background information, and take and distribute notes as needed.
  • Provide logistics support for in-office and hybrid events and meetings, such as quarterly team retreats and cross-team meetings, which may include preparing materials, ordering meals, assisting with conference room AV, and helping manage hybrid/remote participation.
  • Assist with the vendor contracting process: working with our team, vendors, and the CWF contracts team to establish and renew contracts in a timely manner.
  • Work with the CWF accounts payables team on vendor invoices and payments as needed.
  • In coordination with CWF travel agent, assist team with travel arrangements: flights, hotels, ground transportation, and any needed logistics. Provide travel documents as needed.
  • Maintain the department calendar to avoid conflicts in scheduling of events and workstreams.

Communications support

  • Help organize team’s files on Google, Box, etc.
  • Work with corporate communications team to develop the monthly updates of communications activities across ClimateWorks.
  • Help produce outbound emails, including newsletters and other content promotion, using Pardot email automation software.
  • Provide project assistance to marketing and communications team members. Provide project assistance to marketing and communications team members.
  • Review communications, presentations and documents for accuracy, completeness, format, and grammar as needed.


Compensation

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


Location

ClimateWorks Foundation is based in the San Francisco Financial District. This position is classified as US Flexible. Exceptional candidates can work from the SF office or from other locations, geographic differential applied to compensation based on local cost of labor.



Commitment to Racial and Social Justice

At ClimateWorks Foundation, we are driven by our vision of creating a thriving planet for all living beings for generations to come. We aim to foster an inclusive workplace that values diverse lived experiences and emphasizes the voices of marginalized people — especially Black, Indigenous, and People of Color — who are most vulnerable to climate impacts, and whose voices, ideas, and leadership are crucial to winning the climate fight.


To ensure that we are making meaningful progress, we have made a set of diversity, equity, and inclusion commitments across all dimensions of our work to further our mission and realize our vision. For more information, please visit: Fostering Racial and Social Justice in Pursuit of our Mission



Equal Employment Opportunity

Equal employment opportunity and having a diverse staff are fundamental principles at ClimateWorks Foundation and as such we are committed to creating a diverse and multi-cultural work environment. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. We are committed to providing equal employment opportunities to all employees and applicants without regard to race (including traits historically associated with race), ethnicity, religion, color, sex (including childbirth, breast feeding, and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability, or any other protected status in accordance with all applicable federal, state, and local laws.


This policy extends to all aspects of our employment practices including, but not limited to, recruiting, hiring, discipline, termination, promotions, transfers, compensation, benefits, training, leaves of absence, and other terms and conditions of employment.

ClimateWorks Foundation is committed to complying with all laws protecting qualified individuals with disabilities, as well as employees’ religious beliefs and practices. This policy extends to all aspects of our employment practices including, but not limited to, recruiting, hiring, discipline, termination, promotions, transfers, compensation, benefits, training, leaves of absence, and other terms and conditions of employment. ClimateWorks Foundation will provide a reasonable accommodation for any known physical or mental disability of a qualified individual and/or employees’ religious beliefs and practices, as required by law.

If you require an accommodation, please notify Human Resources. Once ClimateWorks Foundation is aware of the need for an accommodation, it will engage in an interactive process to identify possible accommodations.



Application Process

All qualified candidates are encouraged to apply as soon as possible. To be considered for this position, interested candidates must submit a resume. This position will remain open until filled.


Employment at the ClimateWorks Foundation is at-will.

Requirements

Required Qualifications

  • 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 with high attention to detail and strong organizational ability.
  • Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), Google (Docs, Sheets, and Slides)
  • 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.
  • Keeping calm under pressure, prioritize and manage multiple and sometimes competing tasks.
  • Handling sensitive matters with discretion.
  • Desire to learn new skills and tools, and eagerness to take on new areas of responsibility.
  • Working effectively and efficiently (both virtually and in-person) with minimal supervision.
  • A commitment to a diverse, inclusive, and equitable work environment.

Preferred Qualifications

  • Project management skills and familiarity with project management tools like Asana.
  • Previous experience with Box (cloud file storage), Salesforce (contact management), Pardot (email automation) a plus.
  • Experience proofreading and copyediting communications products.
  • An interest in and prior experience working with a marketing and communications team.
  • Past work experience at a philanthropic and/or environmental organization