Join a team of creative problem-solvers dedicated to advancing global climate solutions! We are expanding to increase our capacity to achieve our mission. The Administrative Assistant will play a key role in maintaining and improving virtual office operations, enhancing team efficiency and productivity.

Responsibilities will include:

Operational and Administrative Leadership:

Collaborate with the Operations Manager to manage workflows across Human Resources, Finance, Development, and Programs
Maintain and improve virtual office systems for document management, communication, and resource sharing
Manage and organize shared files and resources to ensure accessibility and effective organization
Develop, update, and maintain standard operating procedures to ensure policies and practices are current and clearly communicated

Recruitment and Onboarding:

Oversee recruitment for staff and fellows by posting, monitoring, and updating job openings, monitoring applications, following up with candidates, and organizing candidate materials
Coordinate interviews, prepare materials for interviewers, and track timelines for hiring and onboarding.
Facilitate onboarding by preparing documents and organizing virtual sessions for new hires and fellows

Fellowship Program Administration:

Assist the Fellowship Manager in administering the summer fellowship program, including recruitment, scheduling and recording expert speaker sessions, managing contracts, and maintaining program documentation
Serve as a point of contact for fellows and advisors, addressing logistical needs and answering questions

Travel and Expense Management:

Coordinate booking of flights, accommodations, and transportation while ensuring adherence to organizational budgets and policies
Track and verify expense reports, ensuring accurate documentation of receipts and addressing any related issues

Financial and Data Management

Ensure timely filing of income-related documentation, such as donation receipts and grant letters
Maintain and update donor database, generating reports and summaries as needed
Coordinate financial and organizational preparation for board meetings, including setting the agenda, gathering relevant materials, and ensuring all necessary documents are ready for review

Qualifications include:

Minimum of 2 years’ professional experience in administrative support
Advanced proficiency in tools such as Google Workspace, Little Green Light or other donor databases, Adobe, and Zoom, with the ability to quickly learn and adopt new programs required
Experience with contact management or CRMs required
Experience with finance and expense tracking systems required
Coordinating educational events or training programs preferred
Experience with start-up cultures and multi-cultural or cross-cultural experience preferred
Experience with nonprofit organizations and remote teams is a plus

Must be a U.S. Citizen or U.S. Resident with Authorization to Work

Skills and abilities include:

Highly resourceful team player who supports colleagues while excelling independently
Exceptional written and verbal communication skills, with the ability to tailor messages for diverse audiences
Strong organizational, time management, and scheduling abilities
Proficient and attentive to detail in preparing reports, presentations, and taking accurate meeting notes
Maintains confidentiality and exercises discretion with sensitive information
Flexible and adaptable to changing priorities in a mission-driven environment

Conditions of employment include:

Ability to pass a background check.
Ability to provide 3 professional references including a recent supervisor

Salary and Benefits:

The targeted salary range for this position is $55,000-67,000, depending on location/cost of living and experience. Additional benefits include paid time off, flexible working hours, and a remote but highly collegial working environment

Planet Reimagined

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Administrative Assistant