Executive Assistant, Energy Transition

Environmental Defense Fund; New York (NY); Remote; USD 72,000 - 78,000; Full time

Job summary

A leading environmental organization is seeking an Executive Assistant for the Energy Transition team. This role involves providing administrative support to senior leaders, managing complex schedules, and facilitating communication with stakeholders. The position offers a unique opportunity to engage in strategic decision-making while contributing to environmental initiatives. Candidates should possess strong organizational skills, attention to detail, and the ability to work in a fast-paced environment. A Bachelor’s degree is preferred, along with relevant experience in administrative support.

Benefits

Competitive salary

Full benefits

Professional development opportunities

Qualifications

• 5+ years of relevant experience providing administrative support to senior leaders.
• Proven ability to interface with senior management, board members, and external stakeholders.

Responsibilities

• Manage complex calendars and coordinate meetings for senior leaders.
• Draft, proofread, and edit correspondence and reports.
• Assist in preparing for meetings with Board Members and external stakeholders.

Skills

Communication

Organization

Problem-Solving

Cultural Competency

Education

Bachelor’s degree

Tools

MS Office

Outlook

Video Conferencing Tools

Job description

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Duration
This is a three-year fixed-term position with full benefits and the possibility of extension.

Location
This position is mostly remote but must be based in New York or New Jersey with the ability to come into EDF’s New York office as needed.

Energy Program Overview
The goal of EDF’s Energy Transition Team is to bend the curve on global greenhouse gas emissions from fossil fuel production and use by 2030, cleanly and equitably. We will achieve this through a defined set of strategies targeted at 1) reducing emissions from fossil fuel production, delivery, and use, and 2) reducing demand for fossil fuels in power generation, transportation, buildings, and industry. To achieve this goal, we seek reforms in law, regulation, and/or business practice through a mix of strategic corporate partnerships, direct engagement with policymakers, and mobilizing investor and public sentiment in favor of change. In formulating and achieving our strategies, we will work in close collaboration with EDF regions, draw on cutting-edge science and rigorous economic and financial analysis, and act on principles of diversity, equity, and inclusion to develop durable solutions.

Overall Function
The Executive Assistant, Energy Transition will provide key administrative, operational, and strategic support to the Senior Vice President (SVP), Energy Transition and Vice President (VP), Energy Transition. Acting as a strategic partner and trusted advisor, this position ensures that senior leaders can focus on driving EDF’s mission while seamlessly managing the complexities of their day-to-day operations. From orchestrating high-level meetings and managing complex travel logistics to handling confidential matters with discretion, the Executive Assistant plays a vital role in ensuring the SVP and VP stay focused on high-priority initiatives. Beyond traditional administrative support, this position offers a front-row seat to strategic decision-making at one of the world’s leading environmental organizations. The EA will interact with senior leaders, board members, donors, and external partners, ensuring smooth communication and execution of high-priority projects.

The Executive Assistant reports to the SVP, Energy Transition with a dotted line to the VP, Energy Transition.

Key Responsibilities

1. Manage the Senior Vice President’s (SVP) and Vice President’s (VP) complex calendars, anticipating needs and ensuring efficient scheduling, conflict resolution, and prioritization of critical deadlines.
2. Coordinate and manage requests for meetings, ensuring alignment with strategic priorities and availability.
3. Provide basic technical support for virtual meetings and assist with document organization and information management using internal platforms and databases.
4. Serve as a key liaison between the SVP/VP and internal and external stakeholders, ensuring seamless communication and coordination.
5. Participate in advancing EDF DEI goals in which people from all backgrounds and experiences feel connected, included, and empowered to address the environmental and organizational challenges in alignment with EDF values.
6. Organize and attend weekly team meetings, prepare agendas, distribute materials, take notes, document action items with clear follow-ups, and prepare clear minutes.
7. Ensure recurring meetings with direct reports and key staff are scheduled, maintained, and consistent.
8. Support the planning and execution of events and team retreats, including logistics, venue selection, agenda planning, and coordination of materials.
9. Assist in preparing for meetings with Board Members, staff, and external stakeholders by securing, organizing, summarizing, and distributing necessary information and materials and briefing the SVP/VP in advance.
10. Track action items and ensure timely follow-up with stakeholders on outstanding tasks and deliverables from meetings.
11. Draft, proofread, and edit correspondence, reports, and presentations on behalf of the SVP and VP, including preparing executive briefings, summaries, and talking points.
12. Monitor and screen incoming emails, calls, and correspondence, flagging urgent matters and routing and responding as appropriate.
13. Maintain and update key contact lists, ensuring accuracy and accessibility.
14. Coordinate information flow between departments, internal teams, and external partners to facilitate decision-making.
15. Manage all aspects of travel arrangements, including booking flights, hotels, and ground transportation, resolving logistical issues, monitoring expenses, and assisting with international travel documentation.
16. Develop comprehensive travel itineraries, including schedules, time zones, and contingency plans.
17. Prepare and submit monthly expense reports in accordance with policies.
18. Provide high-level administrative support by collecting and analyzing information, conducting research, and assisting with strategic initiatives.
19. Identify and implement process improvements to enhance efficiency.
20. Support the SVP/VP in maximizing their effectiveness through organizational assistance.
21. Assist in special projects and cross-functional initiatives as needed.
22. Additional duties as assigned.

Qualifications

1. 5+ years of relevant experience providing administrative support to senior leaders in a fast-paced environment; a Bachelor’s degree is preferred.
2. Experience managing complex schedules with strong discernment.
3. Proven ability to interface with senior management, board members, donors, and external stakeholders tactfully and diplomatically.
4. Demonstrated self-awareness, cultural competency, inclusivity, and ability to work with diverse backgrounds.
5. Ability to prioritize, respond to changing priorities, and meet deadlines under pressure.
6. Strong attention to detail, organization, and time management skills.
7. Excellent communication, writing, judgment, and problem-solving skills.
8. Experience coordinating events and supporting project timelines.
9. Proficiency with MS Office, Outlook, and video conferencing tools.
10. Ability to work independently and collaboratively across time zones.
11. Discretion in handling confidential information.
12. Proactive, analytical, and problem-solving skills, with the ability to anticipate needs.
13. Flexibility to support travel and a willingness to travel as needed.
14. Fluency in another language is a plus.

We offer a competitive total rewards package, including salary, benefits, and professional development opportunities. Pay ranges are country-specific: $72,000-$78,000 USD.