Executive Assistant - Global South

Job Description:

Job Description
 

Executive Assistant

Global South

Are you an administrative professional with exceptional organizational and communication skills and a passion for making the world a better place? Are you able to manage several responsibilities at a time while ensuring exceptional accuracy and attention to detail? Are you a proactive problem solver who can anticipate challenges and opportunities ahead of time? Do you want to join a diverse and highly skilled global team where you will make a lasting impact? If yes, then this is the role for you!

We highly encourage individuals of underrepresented groups to apply!

Your Impact

The Executive Assistant will support the Managing Director (MD) of the Catalytic Climate Capital (GS) and Global South Programs, in support of the demanding work of the Institute.

You’ll be part of RMI’s C3 and Global South Program, which provides market-based clean energy solutions, develops and builds capacity, and breaks down barriers to climate finance in the Global South. Collectively, we intend for these resources to address the daily challenges of decision makers and practitioners in the clean energy transition. The Global South works to support senior- and mid-level energy practitioners in utilities, renewable and distributed energy companies, and regulatory bodies and engages legislators, public officials, investors, and influencers who can enable the transition. Regardless of your background or level of experience, you will have the opportunity to help bring about change in the world that you might not find anywhere else in your career.

This role will report to the Managing Director, Catalytic Climate Capital, Global South Program.

Major Roles and Responsibilities

Executive Support  

• Manages the Managing Director’s calendar.
• Ensures MD is prepared for meetings and engagements by providing necessary information, reserving preparation time and scheduling preparation meetings as necessary, and completing a wide range of tasks that facilitate MD’s ability to effectively lead the organization.  
• Serves as ‘gatekeeper’ for MD, streamlining communication and serving as primary point of contact for MD with both internal and external stakeholders.  
• Submits timesheets and expense reports, maintains associated documentation.  
• Understands priorities and commitments of MD and can adjust seamlessly, proactively and with little advance notice. 
• Handles requests daily from MD and follows up in a timely and professional manner. 
• Serves as day-to-day point of contact for troubleshooting for MS Office, Teams, Slack, and other platforms; resolving issues as they arise and communicating solutions to MD. 

Program Management Group Support  

• Maintains file management system (SharePoint) including uploading documents, maintaining organization, granting permissions, and resolving filesharing issues promptly with IT.  
• Circulates meeting materials and agendas, attends meetings and functions as notetaker; circulates action items to relevant participants following meetings, following up as needed.  
• Organizes and manages logistics for in-person/hybrid semi-annual strategy meetings and other major programmatic convenings.  
• Takes initiative to identify areas that would benefit from administrative improvement and suggest solutions. 
• Oversees use of corporate card purchases within the C3 and Global South team
• Support leadership on task management through Monday.com.

Travel   

• Creates and manages all logistical and booking details related to domestic and international travel for MD and maintains all travel rewards and membership programs. 
• Provides quick solutions to unanticipated changes in travel schedules. 
• Ensures travel (both international and domestic), lodging and scheduling are seamless and error free. 
• Ensures MD travel documents are up to date (passports, TSA PreCheck, Global Entry, Driver’s License, et al). 

Technical Knowledge  

• Maintains a high level of proficiency with all RMI approved platforms and tools including Microsoft Office, Google Suite, Zoom and Slack, Adobe, Calendly, Monday.com and others 
• Maintains daily oversight of platforms; proactively resolving issues as they arise throughout the day. 
• Actively pursues improvement in skill levels and technical proficiency, both independently and drawing from expertise of peers. 
• Understands functioning and troubleshooting of iPhones, applications, both PCs and Macs,