New York City, NY, United States
9 days ago
Are you an administrative professional with exceptional organizational and communication skills? Do you find calm when organizing and sorting? Are you always looking for how to improve existing practices? Are you at your best when working on a variety of projects and tasks? Do you look into the future, proactively solving problems and anticipating opportunities? Do you take the initiative and like to work independently, but also as a collaborative team player? Do you enjoy the administrative challenges of supporting high powered individuals? If yes, then join our team!
We highly encourage individuals of underrepresented groups to apply!
This role will support one of our programs here at RMI. More information regarding which program will be provided once the applicant is contacted.
As a Administrative Assistant (Program Assistant) you will serve as the liaison between the Program leadership and internal and external contacts including business partners and donors. Additionally, you will assist with the day-to-day operations of the Program. You will work in close collaboration with program leadership, the Program Operations Lead, and the existing Program Assistant. You will become an integral partner in modeling the culture, efficiency, and mission of our team.
Professional Services and Support
- Provides comprehensive administrative support to Program Principals and Managing Director (as needed). Administrative duties include:
- Managing files, scheduling appointments, and maintaining calendars
- Understanding priorities and commitments of the executives and can adjust, often with little advance notice
- Managing expense reporting, timesheets, and associated documentation
- Handles email requests and follows up as needed and in a timely manner
- Assists with the day-to-day administrative operations of the program. This includes, but isn’t limited to
- Timely submission of vendor invoices
- Agenda creation
- Problem solving
- Actively seeks collaboration across the program and RMI
- Creates and manages accurate and detailed logistical and booking details related to domestic and international travel (including visa applications)
- Supports and sometimes leads in team retreat planning and execution alongside the Program Operations Lead. This typically occurs twice yearly.
- Acts as systems and process support for the Program. This includes
- Maintaining working knowledge of and facility with office tools and software including Microsoft Office, Monday.com, Concur, Workday, Salesforce, AdobeSign and video conference systems
- Understanding the basic functioning and troubleshooting of smart phones, printers, and other devices
- Maintaining file management system (SharePoint) including uploading documents, maintaining organization, granting permissions and resolving filesharing issues promptly with IT
- Actively pursues improvement in skill levels
- Three years of experience as an executive or administrative assistant in a professional environment or in a comparable position
- Proficiency in Microsoft Office, Calendar functions, video conference systems and typical contact database software such as Salesforce
- Excellent written and verbal communication skills
- Approaches tricky situations with a positive attitude and looks for solutions
- Experience planning domestic and international travel
- Can maintain strict confidentiality when accessing protected information
- Can graciously and efficiently handle unanticipated changes to schedules, plans and workloads
- Exhibits an elevated level of professionalism in interaction with others
- Proven ability to self-motivate
- Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient, and managing multiple demands
- Good judgment and strong decision-making ability
- Picks up new skills quickly
- Can be counted on to assist with projects outside areas of primary responsibility and deliver work in the timeframe identified
- Experience engaging with executive level staff in corporations, foundations, government, and academic institutions
- Medical, dental, vision insurance
- 403b retirement options (up to 5% match immediately)
- Life, AD&D, short-term and long-term disability
- Professional and personal development (including LinkedIn Learning access)
- Generous paid time off
- Parental leave
- Work from home and commuter allowance
- Have the different array of thinking that comes from diverse backgrounds and cultures, enabling us to solve some of the world’s greatest challenges.
- Strive for a culture of inclusion and belonging by treating others with dignity, respect and appreciation enabling them to feel welcomed, supported and valued.
- Effectively connect, communicate and build long-lasting relationships with decision makers, stakeholders and constituents within diverse communities.
Travel Schedule and Support
Technical and Tools Knowledge
This position is not required to relocate to an RMI office, although doing so is encouraged and support for this can be negotiated. It is preferred that this person primarily operates out of Mountain or Pacific Time. Climate Intelligence colleagues are primarily located in the US in the Boulder CO, New York NY, Oakland, CA and Washington DC offices. All employees are expected to travel on occasion for in-person team retreats, meetings, and other gatherings.
Important Note: As a U.S. federal contractor, RMI must comply with requirements outlined in Executive Order Ensuring Adequate COVID Safety Protocols for Federal Contractors. This Executive Order requires that all federal contractors and subcontractors mandate and verify that all U.S. based employees are fully vaccinated against COVID-19. If you are based in the U.S., you will be required to provide proof of full vaccination status as a condition of employment. You may request accommodation for medical or religious reasons. If you are based outside of the U.S., this requirement does not apply.
The hourly wage range for this position is $24.52-$28.85. This is dependent upon experience that will be discussed and vetted through the interview process. This position also includes an additional 5% bonus target.
We offer a comprehensive benefits package adjusted to regional norms, including (for U.S. employment):
Increasing the diversity of thought, perspectives, ideas and opinions within RMI is a critical change element supporting our long-term sustainability and mission to build a clean, prosperous, and secure energy future.
We strive for a level of diversity that reflects the communities we serve. Achieving this—regardless of ability, race, ethnicity, ancestry, age, gender, sexual orientation, religion, veteran status, socioeconomic class, educational attainment or other social identities—is critical to the success of each RMIer and collectively as an organization. This ensures that we:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Rocky Mountain Institute is an Equal Opportunity Employer.
About Rocky Mountain Institute
RMI is an independent nonprofit founded in 1982 that transforms global energy systems through market-driven solutions to align with a 1.5°C future and secure a clean, prosperous, zero-carbon future for all. We work in the world’s most critical geographies and engage businesses, policymakers, communities, and NGOs to identify and scale energy system interventions that will cut greenhouse gas emissions at least 50 percent by 2030. RMI has offices in Basalt and Boulder, Colorado; New York City; Oakland, California; Washington, D.C.; and Beijing.