Executive Assistant

REPORTS TO: Senior Manager, Executive Support

FLSA STATUS: Non-Exempt

POSITION SUMMARY 

The Executive Assistant plays a critical role in supporting senior leadership by providing proactive, high-impact administrative and operational support. This role partners closely with one to three senior leaders to manage priorities, coordinate schedules, anticipate needs, and ensure effective follow-through on key initiatives. The Executive Assistant also supports day-to-day operational needs to help ensure the organization runs smoothly and efficiently. 

KEY RESPONSIBILITIES 

Support one-three senior level executives 

Executive Support 

• Own day-to-day inbox management, triaging messages, drafting responses, flagging priorities, and tracking deadlines to ensure timely follow-through on commitments
• Partner closely with executives to establish and maintain an effective time-management rhythm, proactively supporting planning, prioritization, and execution
• Anticipate needs, identify potential issues before they arise, and propose solutions, operating with sound judgment, discretion, and a high degree of professionalism
• Plan, coordinate, and strategically manage executive calendars, balancing competing priorities and ensuring schedules are realistic and respected
• Serve as a proactive, solutions-oriented thought partner, with excellent written, verbal, and practical problem-solving support
• Serve as a primary point of contact between senior leaders and internal teams, leadership, and external partners, exercising sound judgment as a gatekeeper when appropriate
• Arrange and manage travel logistics and itineraries as needed 

Event/Meeting Planning 

• Ensure leaders are fully prepared for all meetings by confirming logistics, clarifying objectives, and gathering and organizing necessary materials in advance 
• Prepare, edit, and format materials such as slides, memos, reports, and other documents to support operational reviews, leadership meetings, and decision-making 

Project Management 

• Act as a central point of coordination for the Operations team by scheduling team meetings, setting agendas, capturing action items, and tracking follow-ups
• Track key initiatives, deadlines, and deliverables aligned to leadership priorities, following up proactively to ensure progress and completion
• Support cross-functional coordination by aligning schedules, tracking timelines, and surfacing dependencies 

SKILLS & EXPERIENCE 

• 4+ years of experience providing administrative support to senior level staff 
• Experience calendaring in multiple time zones
• Ability to prioritize and be flexible in a fast-paced, constantly evolving, and collaborative environment
• Ability to meet strict deadlines
• Mastery of Microsoft Office tools such as Outlook, Excel, Word, and PowerPoint
• Advanced written and verbal communication skills
• Excellent customer service
• High attention to detail
• Strong project management skills
• Strong commitment and understanding of confidentiality, as well as experience with VIP guests across multiple sectors
• Interest, passion, and commitment to reducing climate change 

SALARY 

We provide a salary commensurate with qualifications and experience. The target salary range is $97,100 to $107,100. This role is required to be in office one to three days a week. Equity is incredibly important to the organization, and a pay audit for equity is completed annually. 

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS 

This role is done primarily in an office environment.  An employee must be able to satisfy the following physical requirements with or without a reasonable accommodation. 

• Remain in a stationary position (at a desk) for at least 75% of the day 
• Use hand and fingers to type  
• Frequently communicate via phone or video and email and must be able to communicate using those methods. 

This description reflects essential functions, it does not prescribe or restrict the tasks that may be assigned.