Executive Assistant – Climate Breakthrough – Berkeley

About the Role
The Executive Assistant (EA) plays a key administrative role on the Climate Breakthrough team, leading schedule coordination, arranging travel, meeting logistics, preparing meeting materials, board packets and agendas and generally coordinating with the Climate Breakthrough Board on behalf of the ED. The EA represents Climate Breakthrough’s leadership both internally and externally and must have good judgment and significant initiative across a broad spectrum of activities and situations. The EA must be an independent and experienced assistant with strong organizational and interpersonal skills. The ideal candidate is a quick learner and careful observer who can anticipate executive-level needs and take the initiative to address them or offer useful solutions to meet them. The EA reports to the Executive Director (ED) and coordinates with the rest of the staff, is detail oriented, a strong communicator, and is passionate about solving the climate crisis.

The Executive Assistant’s work will be divided into the following areas:
Scheduling: Manage the ED’s calendar, time, and tasks. Perform complex scheduling in collaboration with board members, partner organizations, foundations, staff, and consultants, ensuring that issues and schedules are shared as appropriate. Be responsible for tracking tasks requested by the ED or to be completed by the ED. Plan and coordinate the ED’s active calendar of appointments in alignment with established priorities, serving as both “gatekeeper” and “gateway” to create win-win situations for direct access to the ED’s time and office.
Travel & Meeting Coordination: Arrange ED travel, meeting space, agenda, written materials, and assemble documents as needed. Ensure that the ED is fully briefed and prepared for meetings, events, and trips by providing or obtaining background information for these commitments. Coordinate with staff on preparing materials for meetings and presentations; compile reference material as needed. Arrange all travel for board members, as needed, to in person board meetings and awardee retreats.
Governance and Board Support: Manage relationship with Climate Breakthrough Board in partnership with the Executive Director, in particular being the point of contact for any Board committees. Coordinate the agenda, logistics, deliverables, meeting space, and meeting minutes for the biannual Climate Breakthrough Board meetings. Prepare Board dockets, assist with agenda development, and prepare all documentation required for all Board meetings.
Managing Email Correspondence: Manage an active inbox in collaboration with the ED, synthesize content, draft, or answer correspondence when appropriate, and ensure timely follow up. Write letters and emails as needed and regularly contact colleagues within and outside of Climate Breakthrough as required. Review communications and documents for accuracy, completeness, format, and grammar.
Other Administration: Complete expense reports and other administrative responsibilities as needed. Complete monthly expense reports for the ED and self. Prioritize conflicting needs; handle matters expeditiously, proactively, discreetly with kindness and respect, and follow-through on projects to successful completion, often with deadline pressures. Support the planning and logistics for other staff and awardee meetings, when needed.

At least 5 years of relevant experience in an executive assistant role, past work in international environmental or philanthropic organizations, a plus
Experience maintaining complex, international calendars and coordinating meetings/events for senior leaders, including international travel arrangements
Experience working with boards and managing external relationships
Impeccable writing, administrative, and organizational skills such as – drafting correspondence, managing email, scheduling, and/or record keeping for a wide range of audiences
Strong computer skills: a high degree of proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Google Suite), and an ability to navigate other workplace software such as Slack, Asana, and CRMs
Self-motivation, initiative, resourcefulness, dependability, and ability to work effectively and efficiently with minimal supervision
Ability to work under pressure, prioritize, collaborate, and be flexible in good humor
Commitment to and enthusiasm for the mission of Climate Breakthrough
Cross-cultural sensitivity and awareness required, international work experience or prior experience supporting leaders working internationally valuable
Commitment to equity, inclusion, and diversity
Written and verbal fluency in English required; second language a plus

Position Details
This role must be based on the West Coast of the United States, with a strong preference given to candidates in the San Francisco Bay Area, California, where we will be establishing an office in 2022. The desired start date for this position is June 2022.
For an 80% time (32 hours per week), San Francisco Bay Area-based employee, the expected salary range for this role is $65,000-$75,000. Salary ranges may be adjusted for different geographies. Climate Breakthrough offers a generous benefits package.

How to Apply
CEA Recruiting is assisting Climate Breakthrough in their recruitment efforts. To be considered for this position, interested candidates must submit a resume and cover letter through CEA’s job portal.
Please direct any inquiries to search lead, Eileen Ashton (eileen@ceaconsulting.com). This position will remain open until filled, but preference given to those who apply by May 31, 2022.