Executive Assistant, Programs

About the Organization

ClimateWorks Foundation is a global organization committed to our mission: to end the climate crisis by amplifying the power of philanthropy. Since our founding in 2008, over $2 billion in grants to more than 850 organizations working to advance climate solutions around the world. We helped grow the field of climate philanthropy to where it stands today, establishing infrastructure, global networks, and momentum for continued growth. Through our Global Programs and Services, we equip philanthropy with global knowledge, networks, and solutions to drive climate progress.

• Scaling solutions: Our collaborative Global Programs — focused on solution areas including carbon dioxide removal, cooling, industry, transportation, and more — produce results that are bending the greenhouse gas emissions curve. From the U.S. to Europe, China, Brazil, and beyond, we collaborate with a diverse community of funders, NGOs, and climate leaders to accelerate climate solutions.
• Guiding and supporting funders: Our Global Services provide funders with comprehensive resources to assess, build, evolve, and execute high-impact climate-giving strategies. Our Global Intelligence service equips funders and the climate community with climate insights to pinpoint opportunities for impact and philanthropic insights to help identify investment priorities. We facilitate Global Collaborations that enable funders to increase individual and collective impact. Our Global Grantmaking services enable funders to invest in climate solutions around the world.
• Fostering collaboration, exploration, and growth: Our collaborative approach and commitment to learning ensures that we continuously explore innovative ideas and emerging opportunities — all with the aim of scaling philanthropy-supported initiatives to help end the climate crisis.

Experienced in climate science, public policy, economic and social analysis, and strategic philanthropy, ClimateWorks’ staff understands the multi-faceted challenges and opportunities of climate change. We are researchers, strategists, collaborators, and grantmakers who care passionately about our mission. For more information, please visit www.climateworks.org.

About the ClimateWorks Programs Team

The ClimateWorks Programs team is strong and growing. Currently a team of 80 people, it includes 12 senior experts (Program Directors and Strategists), each of whom engages partners in many countries to advance climate solutions globally. Senior Programs staff are sought after international experts, authors, speakers, and network-builders. Information on ClimateWorks’ Global Programs can be found here: https://www.climateworks.org/programs.

Job Summary

The Executive Assistant will provide administrative duties for the VP of Programs and another program team initiative. This position will report to the Associate Director, Programs Administration, who oversees the EA team within Programs. The Associate Director will help manage workloads and capacity. EA responsibilities will include fast-paced and often complex scheduling and calendar management, coordinating logistics and materials for meetings, assisting with travel arrangements, supporting in-office meetings, expense reporting and other related duties as required.  

Essential Tasks 

• Manage daily calendars and assist with complex scheduling
• Will create and fill out scheduling polls and assist in scheduling internal and external group meetings.
• Prepare calendar invites for internal and external meetings.
• Provide logistics support for remote meetings such as setting up and managing videoconference platforms, managing breakout rooms, troubleshooting technical problems.
• Compile receipts and reconciling monthly expense reports
• Assist with database management tasks in Salesforce.
• Provide full logistics support for in-office events and meetings. In-office support may include ordering meals, assisting with conference room AV and managing remote participation, and preparing and distributing materials. 
• Review communications, presentations and documents for accuracy, completeness, format and grammar (as needed).
• In coordination with CWF travel agent, assist with domestic and international travel arrangements: flights, hotels, ground transportation, and any needed logistics. Provide travel package with background, briefings, maps, and bios as needed. . This may also include travel for this position at least 2-4 times a year.
• Ensure that the VP of Programs is fully briefed and prepared for meetings, events, and trips by providing or obtaining background infor