Executive Assistant, Third Derivative

Rocky Mountain Institute; United States; Remote; USD 71,000 - 87,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

403b retirement match

Paid time off

Remote / hybrid options

Learning & development budget

Job summary

Rocky Mountain Institute is seeking an Executive Assistant to provide high-level administrative support to the Managing Director and program Principals. You will manage calendars, prepare for meetings, handle travel logistics, and maintain confidential information with discretion.

The role requires strong communication, problem-solving, and independent work abilities, with proven experience in executive-level support and event planning.

Qualifications

• 5+ years of experience as an Executive Assistant in a professional environment.
• Experience planning events and domestic and international travel.
• Proficient in Microsoft Office & Zoom.
• Proficient in cloud based enterprise resource platform (ERP) like Workday.
• Excellent written and verbal communication skills.
• Ability to identify potential problems before they arise and proactively propose solutions.
• Ability to maintain professionalism and strict confidentiality at all times.
• Good judgment and strong decision-making ability.
• Fluency in English.

Responsibilities

• Manages the Managing Director's calendar.
• Prepares MD for meetings with required information and scheduling preparation time.
• Submits timesheets and expense reports; maintains documentation.
• Follows up on MD requests in a timely manner.
• Serves as day-to-day contact for IT issues and email on MD’s behalf.
• Manages travel arrangements and related logistics for MD.
• Maintains proficiency with MS Office, Zoom, Workday, Adobe, Monday.com.
• Maintains confidentiality and discretion in all MD-related matters.
• Supports MD with corporate travel programs and expense policies.

Skills

Executive assistant experience

Calendar management

Verbal & written communication

Problem solving

Professionalism & confidentiality

Decision making

Independent work

Interpersonal skills

Fluency in English

Tools

Microsoft Office

Zoom

Workday

Adobe

Monday.com

Teams

Job description

Job Description:

Are you an administrative professional with exceptional organization and communication skills?Are you able to manage several responsibilities at a time while ensuring a high level of accuracy and attention to detail? Are you a proactive problem solver who can anticipate challenges and opportunities ahead of time? Do you have strong team and interpersonal skills and the ability to work independently? Do you enjoy the administrative challenges of supporting executive-level individuals? If yes, then join our team!

Program Overview

Founded by RMI and New Energy Nexus, Third Derivative (D3) is an open, collaborative climate tech ecosystem that accelerates startups and moves markets. By guiding and supporting climate tech entrepreneurs who are bringing new ideas and innovation to market, we accelerate the clean future worldwide. Through a vast global network of deep experts, corporate partners, and investors, we help startups go to market faster with their breakthrough ideas, create real impact, and transform markets.

Position Overview

The Executive Assistant will primarily supportThird Derivative’s Managing Director (MD) with the possibility of some support for additional program Principals.

Responsibilities

Executive Support

• Manages individual calendar of MD.

• Ensures MD is prepared for meetings and engagements by providing necessary information, reserving preparation time and scheduling preparation meetings as necessary, andcompletinga wide range of tasks that facilitate MD’s ability to effectively lead the organization.

• Submits timesheets and expense reports, maintains associated documentation.

• Understands priorities and commitments of MD andis able tomake adjustmentsseamlessly, proactively and with little advance notice.

• Handles requests daily from MD and follows up in a timely and professional manner.

• Trusted to use discretion with corporatecreditcard andprofessionalismwhensending email communication on MD’s behalf.

• Serves as day-to-day point of contact for troubleshooting for MS Office, Teams, and other platforms; resolving issues as they arise and communicating solutions to team.

Travel

• Creates and manages all logistical and booking details related to domestic and international travelfor MDand maintains all travel rewards and membershipprograms.

• Provides quick solutions to unanticipated changes in travel schedules.

• Ensures travel documents are up to date (passports, TSAPreCheck, Global Entry, Driver’s License, et al)

Technical Knowledge

• Maintains a high level of proficiency with all RMI approved platforms and tools including Microsoft Office, Zoom, Workday, Adobe, Monday.com andothers.

• Works with IT to proactively resolveMD issuesrelated to software platformsas they ariseand communicate solutions to MD.

• Actively pursues improvement in skill levels and technical proficiency, both independently and drawing from expertise of peers.

• Proficient note-taker, able to concisely capture action items and follow up with appropriate team members to ensure completion.

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.

• Can handle unanticipated changes graciously and efficiently; 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 MD expenses are managed according to policy.

• Details learned through supporting MD are kept strictly confidential.

Presentation

• Exhibits a high level of professionalism in interaction 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 people at the highest levels in corporations, foundations, government, and academic institutions.

Minimum Qualifications:**

• 5+ years of experience as an Executive Assistant in a professional environment

• Experience planning events and domestic and international travel

• Proficient in Microsoft Office & Zoom

• Proficient in cloud based enterprise resource platform (ERP) like Workday

• Excellent written and verbal communication skills

• Ability to identify potential problems before they arise and proactively propose solutions.

• Ability tomaintain professionalism and strict confidentiality at all times.

• Good judgment and strong decision-making ability.

• Fluency in English

Location

We are a remote-ready organization with team members around the globe. Our beautiful and welcoming offices are available for meetings or focused work, whether you are traveling through or living nearby. Our U.S. offices are in New York City; Washington DC; Oakland, California; Boulder, Colorado; and Basalt, Colorado. This role can be located from anywhere in the continental United States.

We provide you with the essential IT equipment plus a one-time home technology payment and a monthly work from home/commuter allowance to ensure you have a comfortable home office set up and necessary supplies.

We love seeing each other in person! We occasionally gather for shared time together like retreats and learning experiences. Be ready to travel for occasional in-person meetings (and of course, we cover travel costs). Some roles may require more travel, which will be discussed during the hiring process.

Compensation

At RMI, we prioritize fairness in our pay practices. Salaries are determined based on a mix of experience, market benchmarks, and internal equity across similar roles. The salary range of this position is $70,510-$86,903. New hires typical start toward the lower end of the range, depending on experience and alignment with the role’s scope. In addition to base salary, this position includes an annual bonus target of 5% and eligibility for merit-based increases, which are tied to both individual and organizational performance.

Benefits

We offer an array of benefits including:

• Medical, dental, vision insurance

• 403b retirement match with immediate vesting

• Group life, AD&D, and short- and long-term disability

• Optional voluntary life, AD&D and accident plans

• Health savings or flexible spending accounts

• Fertility and hormonal health support

• Mental health and wellness support

• Comprehensive leaves of absence (including generous parental leave)

• Generous paid time off and sick leave

• Paid sabbatical leave

• Regional holidays with at least one extended break in each geography

• Work from home and home technology allowances

• Learning & development opportunities (LinkedIn Learning and an annual individual professional development budget)

• Potential for bonuses and merit increases

• Discount marketplace (gym memberships, pet insurance, etc.)

• Hybrid / remote work options

• Team retreats and geographic meetups

• Rewards and recognition programs

Diversity

We know that the diversity of our teams makes us stronger as an organization, and RMI is dedicated to the principles of equal employment opportunity as outlined in U.S. federal law. We prohibit discrimination against applicants, interns, and employees on the basis of any legally recognized basis, including but not limited to: age (40 and over), race, color, sex, pregnancy (including lactation, childbirth, or related medical conditions), religion, national origin, ancestry, physical or mental disability, genetic information (including testing and characteristics), sexual orientation, gender expression/identity, uniformed service member status, veteran status, citizenship status, or any other applicable status protected by applicable law.

RMI is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.