Executive Coordinator, Collaborations Secretariat

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ClimateWorks Foundation

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San Francisco, CA, United States

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30+ 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.


Department Summary — Funder Collaborations

Built to serve results-driven philanthropy, ClimateWorks leads collaborations that enable funders to strategize, learn, and execute new and existing climate initiatives. Our suite of best-in-class collaborations empower the largest global climate funders to increase individual and collective impact. We facilitate a wide range of international collaborations designed to build high-trust relationships, create strategic alignment, and facilitate coordinated actions across the climate philanthropy ecosystem, including funders, grantees, and other climate leaders. As part of our commitment to excellence, the Funder Collaborations team provides consistent, high-quality leadership and support for our collaborations that drive philanthropy’s impact on climate change mitigation.

The Funder Collaborations Department works closely as a team to strategically support high caliber global collaborations including funder forums, learning networks, and joint action groups, including ClimateWorks’ flagship collaborations. We like to say “collaboration is in our DNA”. It is core to how we operate internally and what we do externally.


Job Summary

The Executive Coordinator, Collaborations Secretariat operates as an executive board secretary in service of the large funder collaboration platform that the department staffs. This person provides high level administrative support for, coordinates and executes on an annual calendar of collaboration functions, operations, and protocols, as well as organizing effective committee calls and meetings to ensure high-quality on-time service delivery. This collaborative position plays a central project management role in secretariat functions and revels in “keeping the trains running on time” partnering closely with department staff. This person also represents the organization externally, coordinating with funder partners on projects and committee calls, as well as information products, resources and services. This person finds joy supporting team members and partners to succeed, working with others to create and implement joint plans, track and coordinate timelines and activities, managing projects and details with solution-oriented flexibility to achieve shared goals in a fast-paced, dynamic environment. This role will report to and work closely with the Senior Director, Funder Collaborations and is based in the ClimateWorks San Francisco office.


Essential Tasks

Collaborations secretariat operations management

  • Provide high-level support, coordination and project management for collaborations secretariat administrative and operational functions and services.
  • Maintain and execute on an annual calendar of core collaboration operations, including coordinating, supporting, tracking work and ensuring timely implementation of key projects, committee meetings, elections, communications, coordinated actions and tasks, working closely with the Senior Director, Executive Assistant, and department staff.
  • Project manage within the department and across teams to create and execute on solution-oriented plans, processes, protocols and timelines as well as related communications, coordination, and scheduling for multiple interrelated workstreams and deliverables in an evolving environment.
  • Partner with and support team members to coordinate steps in complex collaborative projects to meet project goals and deadlines.
  • Effectively “up-manage” to the Senior Director, ClimateWorks executives and external VIPs to set and successfully implement plans.
  • Provide similar support for two to three major multi-faceted international convenings annually, and any necessary material and administrative support to varied and evolving internal projects.
  • Oversees various contractors and temporary staff as well as mentor department staff on interdependent projects and timelines to ensure the highest-quality on-time administrative service delivery.

Collaborations secretariat coordination with external partners

  • Represent the organization in external communications and coordinate closely with external funder partners to deliver on a variety of collaboration operations and services on tight timelines while maintaining strong relationships.
  • Communicate on the Senior Director’s behalf, and coordinate and improve communications processes and procedures with VIPs and partners, working closely with team members.
  • Provide individualized “white glove” customer service; maintain highly professional relationships with external VIPs and colleagues through ongoing transactions.
  • Create plans, timelines and schedule complex call series with external VIPs across global time zones. In coordination with the Executive Assistant, manage a constantly changing calendar of meetings, calls, videoconferences, webinars, and in-person meetings necessary to advance secretariat functions.
  • Forecast, prepare for and support the execution of successful committee calls and meetings.

Collaborations secretariat information services and resources

  • Manage a set of Secretariat information services and resources, including shared and emergent online directories, content, resources and calendars.
  • Coordinate closely with external global stakeholders’ annual calendars, collaborative services, and information needs to maintain and maximize shared services and resources.
  • Produce, manage, and disseminate professional quality meeting materials and other resources.
  • Work collaboratively with other ClimateWorks teams to create processes, protocols and annual timelines to create efficient cross team information services delivery with ClimateWorks platforms and infrastructure.


Required Qualifications

Must have

  • At least 7+ years of senior administrative work experience, with 4+ years of planning / coordination / project management experience.
  • Strong verbal and written communication skills. Ability to write correspondence. Outstanding grammar and proofreading skills. Ability to effectively present information and respond to high-level inquiries from partners and executives.
  • Demonstrated history of solution-oriented project management: ability to navigate to solutions in dynamic or evolving situations. Familiarity with project management tools and systems.
  • Experience developing project plans, timelines, roles, dependencies, and supporting teams to implement those plans to success in evolving environments, including deft and complex scheduling.
  • Excellent customer service skills guided by exceptional judgment, discretion in handling sensitive matters with tact and poise, and ability to work well with colleagues from other cultures and VIPs.
  • Excellent judgment in setting and following decision-making hierarchies and approval processes, recommending improvements in processes, and adapting to meet goals or find solutions.
  • Experience mentoring and/or overseeing team members in shared processes or project work.
  • Ability to take initiative, act independently, and direct one’s own work.
  • Assiduous attention to detail and protocol, strong organizational skills, sense of integrity and accountability.
  • Technically-savvy, experience adopting and utilizing technology platforms, and a quick learner with new programs and platforms.
  • Ability to travel internationally, typically about 20 days a year.
  • Passion for social change, environmental, social justice or climate communities.
  • Ability to work effectively and efficiently (both virtually and in-person) with minimal supervision.
  • A commitment to a diverse, inclusive, and equitable work environment.
  • Commitment to the mission of ClimateWorks Foundation.

Nice to have

  • BA or BS degree or equivalent
  • Experience with CRM systems, Salesforce a plus
  • Experience in nonprofit organizing or advocacy work, fundraising or stewardship, coalition projects or philanthropy preferred
  • A sense of humor and levity amidst pressing deadlines and high-impact outcomes


Location

ClimateWorks Foundation is based in the San Francisco Financial District. This position is classified as SF-based and is currently operating with a hybrid-flexible schedule with 1-2 days/week in the SF office.


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 and cover letter. This position will remain open until filled.

Employment at the ClimateWorks Foundation is at-will.


Benefits

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


Healthcare Plans:

Multiple options available through Kaiser & 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*