Executive Assistant

Climate Lead empowers philanthropic leaders everywhere to take immediate and far-reaching climate action. Climate Lead equips new climate philanthropists with the information and insights they need to drive transformative solutions by serving as an impartial guide. We cut through the complexity by curating roadmaps in partnership with a diverse network of experts to help philanthropists make a bold impact on climate from day one.

Reporting to the Executive Vice President (EVP), the Executive Assistant plays a key role in optimizing the work of the EVP. This role will own schedule coordination, meeting logistics, preparing meeting materials, arranging travel, team retreats, and supporting the daily work of the EVP.

This role does not have any managerial responsibilities.

Administrative Support to the EVP (75%)

• Manage the EVP’s calendar and time, performing complex scheduling across global time zones, actively maintaining project time requested, ensuring that issues and schedules are shared as appropriate. This requires scheduling complex meetings, frequently across time zones.
• Arrange EVP’s international and domestic travel, meeting space, agendas, written materials, and assemble documents as needed to prepare for each.
• Ensure that the EVP is fully briefed and prepared for meetings, events, and trips by proactively providing or obtaining background information for these commitments.
• Prepare, research, and compile materials for meetings and presentations, including PowerPoint presentations.
• Correspond with important stakeholders and partners on behalf of the EVP, including being copied directly into scheduling threads; ensure seamless continuity and timely response.
• Proactively identifies constraints and proposes alternative solutions when scheduling, travel, or logistical priorities conflict.
• Ensure that files, both electronic and paper, are organized and current using Climate Lead’s systems.
• Coordinate team projects within established time frames; assist the EVP in tracking deadlines and follow-ups.
• Proactively manage, complete, and process own expense reports as well as reports for the EVP. Provide support to EVP in processing invoices and contracts.
• Generate and implement ideas for systems, programs, and operational improvement to support the team and EVP’s work.
• Maintain collaborative relationships with peers and colleagues, contributing to a positive working environment in alignment with Climate Lead’s mission and values and as a representative of the EVP.
• With assistance from the EVP, formulate own learning and development plan and identify and seek out professional development opportunities, including networking, informational interviews, training, projects, etc.
• Ensure overall smooth and effective daily administrative operations of the Philanthropy Team (this includes posting reminders on Slack, managing the Philanthropy Team calendar, etc…)
• Assist in preparation, coordination, and execution of team-wide meetings, including calendar invitations; creating agendas; coordinating with guests; helping to prepare decks, mural boards and other presentation materials; disseminating necessary information before/after; managing Zoom bookings/troubleshooting, and taking meeting notes when needed.
• Manage calendaring for Philanthropy Team retreats and partner with the Director, Philanthropy Team Operations on planning and logistics.
• Manage recruitment scheduling needs in partnership with the Talent Acquisition Partner.
• Facilitate seamless onboarding and integration for the EVP’s direct reports by creating clear, helpful onboarding materials and mapping out their first few weeks of key introductory meetings.
• Scheduling, coordination, and communication around EVP office hours.
• At the request of the EVP, provide support to the team for complex calendaring and meeting prep.
• At the request of the EVP, lead special projects or assignments (e.g., NYC Climate Week Partner Event tracker).
• Generate and implement ideas for systems, programs, and operational improvement to support work of the team and EVP.

• Exceptional Workflow and Time…