Join a team of creative problem-solvers dedicated to advancing global climate solutions! We are expanding to increase our capacity to achieve our mission. The Administrative Assistant will play a key role in maintaining and improving virtual office operations, enhancing team efficiency and productivity.

Responsibilities will include:

Operational and Administrative Leadership:

• Collaborate with the Operations Manager to manage workflows across Human Resources, Finance, Development, and Programs
• Maintain and improve virtual office systems for document management, communication, and resource sharing
• Manage and organize shared files and resources to ensure accessibility and effective organization
• Develop, update, and maintain standard operating procedures to ensure policies and practices are current and clearly communicated
  
  

Recruitment and Onboarding:

• Oversee recruitment for staff and fellows by posting, monitoring, and updating job openings, monitoring applications, following up with candidates, and organizing candidate materials
• Coordinate interviews, prepare materials for interviewers, and track timelines for hiring and onboarding.
• Facilitate onboarding by preparing documents and organizing virtual sessions for new hires and fellows
  
  

Fellowship Program Administration:

• Assist the Fellowship Manager in administering the summer fellowship program, including recruitment, scheduling and recording expert speaker sessions, managing contracts, and maintaining program documentation
• Serve as a point of contact for fellows and advisors, addressing logistical needs and answering questions
  
  

Travel and Expense Management:

• Coordinate booking of flights, accommodations, and transportation while ensuring adherence to organizational budgets and policies
• Track and verify expense reports, ensuring accurate documentation of receipts and addressing any related issues
  
  

Financial and Data Management

• Ensure timely filing of income-related documentation, such as donation receipts and grant letters
• Maintain and update donor database, generating reports and summaries as needed
• Coordinate financial and organizational preparation for board meetings, including setting the agenda, gathering relevant materials, and ensuring all necessary documents are ready for review

Qualifications include:

• Minimum of 2 years’ professional experience in administrative support 
• Advanced proficiency in tools such as Google Workspace, Little Green Light or other donor databases, Adobe, and Zoom, with the ability to quickly learn and adopt new programs required
• Experience with contact management or CRMs required
• Experience with finance and expense tracking systems required  
• Coordinating educational events or training programs preferred 
• Experience with start-up cultures and multi-cultural or cross-cultural experience preferred
• Experience with nonprofit organizations and remote teams is a plus
  
  

Must be a U.S. Citizen or U.S. Resident with Authorization to Work 

Skills and abilities include:

• Highly resourceful team player who supports colleagues while excelling independently
• Exceptional written and verbal communication skills, with the ability to tailor messages for diverse audiences
• Strong organizational, time management, and scheduling abilities
• Proficient and attentive to detail in preparing reports, presentations, and taking accurate meeting notes 
• Maintains confidentiality and exercises discretion with sensitive information
• Flexible and adaptable to changing priorities in a mission-driven environment
  
  

Conditions of employment include:

• Ability to pass a background check.
• Ability to provide 3 professional references including a recent supervisor

Salary and Benefits: 

The targeted salary range for this position is $55,000-$67,000, depending on location/cost of living and experience. Additional benefits include paid time off, flexible working hours, and a remote but highly collegial working environment