Executive Assistant to CEO

Rubicon Carbon; California; Hybrid; USD 120,000 - 140,000; Full time

Job summary

Rubicon Carbon, LLC is seeking an Executive Assistant to support the CEO and act as a liaison to the board and senior management. This role operates in a fast‑paced, mission‑driven environment and requires proactive organization and discretion.

You will manage the CEO’s calendar, coordinate travel, prepare materials, and oversee office operations across SF, Marina del Rey, and NYC, with up to 3 days in the office. Strong communication and project management are essential.

Qualifications

• 5+ years experience in executive support or similar role for a C‑suite
• Strong calendar management and travel coordination abilities
• Excellent written and verbal communication, and discretion

Responsibilities

• Support CEO’s prioritization and call out urgent matters to enable focus on mission and priorities
• Schedule for CEO: manage calendar, prepare materials, and coordinate meetings across internal/external participants
• Be the main communications contact for the CEO, maintaining transparency with stakeholders
• Cultivate relationships with employees, partners, customers, and investors
• Manage office setup and day‑to‑day operations across SF, LA/Marina del Rey, and NYC
• Coordinate CEO travel bookings, itineraries, expenses, and invoicing
• Maintain confidentiality and discretion in handling sensitive information
• Plan and execute organization events (All Hands, offsites, leadership meetings)
• Manage additional projects for leadership, track progress, and deliver results
• Assist with interview scheduling and other duties as needed
• All other duties as assigned

Skills

Executive support

Calendar management

Communication

Discretion

Multitasking

Tools

Microsoft Office

Google Workspace

Slack

Zoom

Adobe Acrobat

Job description

Company

Rubicon Carbon is a next-generation carbon solutions provider. Led by a world-class management team, Rubicon is an innovative platform that channels capital to unlock at-scale decarbonization projects and delivers trusted, enterprise-grade solutions for carbon credit purchases. Rubicon strives to deliver greater scale, confidence, and innovation across all facets of the carbon market and meet the growing demand for end-to-end, high-integrity emissions reduction solutions.

Position Overview

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Assistant must be proactive, organized, and enjoy working within a small, very fast-paced, entrepreneurial environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently to manage projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

- This is a hybrid position, with up to 3 days per week required in-office -

Responsibilities

• Support CEO’s prioritization, calling out urgent matters to help enable the team to effectively focus on the mission, goals, and priorities of the organization.Anticipate the needs of the executive team, plan ahead and be resourceful.


• Scheduling for CEO: Manage the CEO’s calendar, prepare materials, and anticipate their needs. Quickly and efficiently schedule meetings with participants, both internal and external to Rubicon Carbon, exercising good judgment to balance competing priorities,and resolve conflicting needs with little to no guidance.


• Be the main contact for communications with individuals trying to access the CEO.Communicate effectively and keep all stakeholders informed, manage internal and external communications, and ensure transparency.


• Cultivate positive relationships with employees, partners, customers, and investors.


• Manage the setup and day to day functioning of the office spaces in SF, LA, and NYC


• Coordinate CEO travel booking, itineraries, expense management and invoicing


• Maintain confidentiality and protect operations by having a high level of discretion.


• Manage the planning and execution of organization events, such as All Hands meetings, company offsites, and quarterly leadership team meetings to support culture building across our team.


• Manage other projects and initiatives: Take ownership of key projects for all members of the leadership team, set goals, track progress, and ensure successful completion. Proactively anticipate challenges and develop solutions to keep them moving forward.


• Assist with building our team by managing interview scheduling as needed


• All other duties as assigned

Requirements & Skills

• At least five years of experience as a Chief of Staff, Project Manager, or Executive Assistant to a C-Suite member in tech, banking/finance, and/or climate.


• Strong attention to detail and next-level organization skills: You can juggle multiple priorities, manage complex projects, and keep everyone on track. This includes, for example, heavy calendar scheduling for busy individuals across time zones, and expense reporting and tracking for multiple account/card holders.


• Strategic thinker: You can understand the big picture and anticipate future needs, proactively developing plans and processes to support them.


• Problem-solving pro: You can quickly absorb and filter information, and identify issues before they become problems. You are great at developing creative and effective solutions that keep things moving forward.


• Master communicator: You can clearly and concisely convey information to all levels of the organization, across all forms of communication (email, slack, text, phone, in-person)


• Team player: You’re a joy to work with, have a positive attitude, and are always willing to help others succeed.


• Advanced knowledge of Microsoft Office, Google Suite, Slack, Zoom and Adobe Acrobat.


• Startup, climate tech, or renewables industry experience preferred, plus a passion around climate and sustainability


• Ability to be onsite at the Marina del Rey, San Francisco, or New York City office at least 3 days per week

Compensation

The approximate annual base compensation range for this position is $120,000 to $140,000. The actual offer, reflecting the total cash compensation package and excellent benefits, will be determined by a number of factors including the applicant’s experience, job-related knowledge, skills, and abilities, as well as internal equity among our team, among other factors.