Executive Administrator Executive Team and Board Support

Clean Air Task Force; United States; Remote; USD 96,000 - 120,000; Full time

Job summary

A leading nonprofit organization dedicated to combating climate change seeks an Executive Administrator to support its Executive Team and Board. This remote role involves managing complex scheduling and providing high-level administrative support, requiring a background in environmental advocacy and expertise in board management.

Benefits

Excellent benefits package

Qualifications

• 10 years of relevant experience required with a Bachelor's degree.
• Experience with executive and board administration in a global capacity.
• Strong written and verbal command of English is essential.

Responsibilities

• Manage complex scheduling and travel arrangements for the Executive Team.
• Draft communications and meeting summaries for stakeholders.
• Act as the administrative liaison to the Board of Directors.

Skills

Time Management

Confidentiality

Organizational Skills

Communication

Diplomacy

Emotional Intelligence

Education

Bachelor's degree

Tools

Microsoft Office Suite

Salesforce/CRM

Monday.com

Concur

Job description

Position Title: Executive Administrator – Executive Team and Board Support

Reports to: Chief of Staff

Type: Full-time

Location: Remote, flexible within the U.S., near the Boston area preferred

ABOUT CATF

Clean Air Task Force (CATF) is a nonprofit organization working to safeguard against the worst impacts of climate change by catalyzing the rapid global development and deployment of low-carbon energy and other climate-protecting technologies. This is accomplished through research and analysis, public advocacy leadership, and partnership with the private sector. CATF is highly respected for its deep expertise and research on energy and industrial systems and potential strategies, technologies, and policies that can radically shrink their impact on the planet's atmosphere. Our team of experts and advocates (and global network of subject matter experts and civil society partners) put this research and knowledge into action by designing and enacting public policies that drive toward zero emissions. We also support policies and work directly with private industry to innovate in technology to make the path to zero emissions swift and affordable. CATF has offices in Boston, Washington D.C., and Brussels, with staff working virtually around the world.

ROLE

CATF is hiring an Executive Administrator – Executive Team and Board Support to provide excellence in executive officer-level administrative support in a virtually collaborative, fast-paced environment with a focus on support for CATF's Executive Team and Board of Directors. This role will be responsible for a wide range of administrative support activities including but not limited to global travel arrangements, expense reports, heavy calendar management, prioritizing communications, event planning and logistics, participating in meetings to take minutes/notes, and ad hoc projects as they arise.

Key Functions and Responsibilities:

• Oversight and management of complex scheduling working effectively across multiple time zones for coordination of extensive travel and meetings
• Manage global planning and logistics for Executive Team events that include key high-level partners, decision makers, funders, etc.
• Participate in Executive meetings and support their work, turning notes and conversations into draft materials for a range of audiences. This may include drafting communications, providing meeting summaries for external collaborators/partners, sharing timely updates to funders/donors, project management of executive team tasks, agenda setting, etc.
• Manage Executive Team travel and complete expense and travel reports for Executive Team
• Executive Team hosted meetings / event logistics and planning
• Prepare talking points, presentations, and communications materials for Executive Team
• Support Chief of Staff as requested with meeting scheduling, agendas, and preparation
• Serve as administrative liaison to a highly active CATF Board of Directors in support of the Executive Team and Chief of Staff
  • Assist with all CATF Board administrative needs, such as meeting scheduling, agenda drafting, minutes taking and materials management
  • Work with CATF's Events Team to plan and execute logistics and onsite management for all board meetings
  • Serve as a point of contact for the Board ensuring timely and efficient communications
• Prioritize tasks effectively to manage multiple responsibilities and deadlines; ensure that executives' time is optimized by filtering requests and delegating tasks when appropriate
• Handle sensitive information with the utmost confidentiality and professionalism; exercise discretion in all interactions and communication

Skills/Qualifications:

• Bachelor's degree plus 10 years of relevant experience required; 13 years of relevant experience may be substituted for degree
• Passion for CATF's mission; experience in climate, environmental advocacy, and/or politics
• Demonstrated experience working with highly confidential, complex information in a global capacity for executive officers
• Demonstrated experience with board management, including oversight of administrative compliance with board bylaws and best practices
• Professional manner and conduct with high level partners, including board members, government officials, and key stakeholders
• Innate ability to streamline, synthesize, prioritize, and communicate ever-changing priorities
• Consistent follow-through, deeply organized and committed to high-quality work
• Exceptional time management skills and attention to detail
• Ability to exercise discretion and solid, independent judgement
• Excellent written and oral communications, emotional intelligence, and interpersonal skills
• Strong written and verbal command of English required, other languages a plus
• Flexibility to work across time zones; knowledge and experience with international travel requirements;
• Technical proficiency required working within Microsoft Office Suite, including SharePoint and Teams; Salesforce/CRM, Monday.com and Concur experience preferred
• Writing sample and excellent, verifiable references required
• Diplomacy, discretion, confidentiality

Compensation and Location:

This is a full-time, remote position flexible within the United States, with preference given to candidates located in the East Coast time zone. This position will be expected to travel to events in the Boston and D.C. areas as well as other locations as needed, including international locations. CATF offers an excellent benefits package (details available on our careers page) and an annual salary range of $96,575- $120,000, depending on experience.

CATF provides equal employment opportunities.