Program Assistant - Carbon-Free Electricity
28 days ago
Are you an administrative professional with exceptional organizational and communication skills? Are you able to manage several responsibilities at a time while ensuring exceptional accuracy and attention to detail? Are you a proactive problem solver who can anticipate challenges and opportunities ahead of time? Are you committed to teamwork and have the interpersonal skills and ability to work independently? Do you enjoy the administrative challenges of supporting executive-level individuals? If yes, then join our team!
Individuals from underrepresented groups are strongly encouraged to apply!
The Carbon-Free Electricity Program (CFE) supports the rapid and equitable decarbonization of electricity systems globally to support modern, clean economies the world over. We work closely with utilities, regulators, businesses, advocates, and customers to evolve grid institutions, policies, regulations, business models, and processes in support of the transition to a clean energy future. We employ a unique combination of research, consulting, and collaboration to support individuals and organizations to innovate and implement transformative energy solutions. CFE works in partnership with other key RMI programs, and our country programs in the US, China, India, and the Global South.
You will support several CFE program leaders. You will be the liaison between leadership and internal/external stakeholders, including business partners and donors. You will additionally support the day-to-day programmatic operations of CFE leadership and team and work in close collaboration with the other CFE Program Assistant.
Specific responsibilities include:
- Manages individual calendars for Leadership, as well as shared programmatic calendars.
- Ensures Leadership is prepared for meetings and engagements by providing necessary information, reserving preparation time and scheduling preparation meetings as necessary.
- Serves as ‘gatekeeper’ for Leadership, streamlining communication and serving as primary point of contact for Leadership with both internal and external stakeholders.
- Submits timesheets and expense reports in a timely manner, maintains associated documentation.
- Understands priorities and commitments of Leadership and can make adjustments seamlessly, proactively, and with little advance notice.
- Handles daily requests from Leadership and follows up in a timely and professional manner.
- Manages invoices, current contracts and creation of new contracts.
- Submits vendor and contractor invoices in a timely manner for approval.
- Serves as day-to-day point of contact for troubleshooting for MS Office, Teams, Zoom, Monday.com, and other platforms selected by the programs; resolving issues as they arise and communicating solutions to team.
- Maintains file management systems (SharePoint) including uploading documents, maintaining organization, granting permissions and resolving file-sharing issues promptly with IT.
- Points team to Institute and programmatic resources, maintaining up-to-date knowledge of those available resources, where to access them and point people in all departments.
- Takes initiative to identify areas that would benefit from administrative improvement and suggest solutions.
- Assists with the day-to-day administrative operations of the Program as otherwise directed.
Travel and Event Planning
- Creates and manages all logistical and booking details related to domestic and international travel, including visa applications and renewals and planning for key events. Travel is booked directly through Concur and managed in collaboration with our travel agency.
- Provides quick solutions to unanticipated changes in travel schedules.
- Ensures travel, lodging and scheduling are virtually error free.
- Creates and manages logistical and booking details for team events and retreats, including facilitating payment and submitting expense reports.
- Schedules team events and retreats, referencing both Executive and shared calendars.
- Sources and contracts with vendors, venues, secures supplies for team events and meetings.
- Maintains a high level of proficiency with all RMI approved platforms and tools including Microsoft Office and Teams, Zoom, Adobe, Mavenlink, Calendly, Concur, Monday.com and others.
- Maintains daily oversight of platforms; proactively resolving issues as they arise throughout the day.
- Actively pursues improvement in skill levels and technical proficiency, both independently and drawing from experience of peers.
Dependability and Flexibility
- Can be relied upon to assist with projects outside areas of primary responsibility and deliver work in the timeframe identified with minimal oversight.
- Is able to calmly and efficiently handle unanticipated changes, including changes to schedules, plans and workloads, and reacts to these changes in a timely manner.
- Approaches difficult situations with a positive attitude and identifies solutions.
- Track record of impeccable ethics and discretion when ensuring that Leadership expenses are managed according to policy and details learned through supporting Leadership are kept strictly confidential.
- Willingness to on occasion (~once per week) work outside of normal business hours to support teams across time zones.
- Exhibits professionalism in interactions with others both inside and outside RMI.
- Communicates clearly and effectively verbally and in writing and has superior listening skills.
- Interacts with others in a warm and professional manner.
- Represents RMI to the outside world, often by engaging with leadership of corporations, foundations, government, and academic institutions.
- Three years of experience as an Executive Assistant, or equivalent experience, in a professional environment
- Proficient in Microsoft Office, Google Suite, Zoom, Monday.com, Adobe or similar tools that enable a fast or no learning curve to the tools used by RMI teams
- Excellent written and verbal communication skills
- Experience planning events and domestic and international travel
- Ability to maintain professionalism and strict confidentiality at all times
- Ability to identify potential problems before they arise and proactively propose solutions
- Proven organization skills and flexibility when it comes to balancing priorities
- Fluency in English
- Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient and managing multiple competing demands and priorities.
- Attention to detail and exceptional accuracy
- Good judgment and strong decision-making ability
This position is remote; a successful applicant near our Washington, D.C., New York City, Basalt, CO, Boulder, CO, or Oakland, CA, offices would have the option to work from an office. This role requires that you are legally authorized to work in the U.S. and have availability during continental U.S. business hours.
Important Note: As a U.S. federal contractor, RMI must comply with requirements outlined 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 an accommodation for medical or religious reasons. If you are based outside of the U.S., this requirement does not apply.
RMI compensates based on the level and requirements of the role. Salary within our ranges may also be determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data. Typically, new Program Assistants join at the minimum to mid hourly range of $24.00-$27.00. You would also have an additional 5% bonus target
We offer a comprehensive benefits package adjusted to regional norms, including (for U.S. employment):
- Medical, dental, vision insurance
- 403b retirement options (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
- Commuter and wellness benefits
- Casual work environment
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:
- 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.
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.
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.