Administrative Assistant

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About Climate Central: 

Climate Central is an independent group of scientists and science translators who research and report the facts about our changing climate and how it affects people’s lives. We use science and tech to generate thousands of local storylines and compelling visuals that make climate change relevant and show what can be done about it. We address climate science, sea level rise, extreme weather, energy, and related topics. We collaborate with journalists, TV meteorologists, and other respected messengers, reaching broad audiences through local voices in the US and 150 nations. Our research and visuals appear in thousands of TV spots and well over ten thousand other news stories each year, and our impact is growing.

About the role: 

Climate Central seeks a thoughtful, experienced and effective Administrative Assistant to provide valued administrative support to the Chief Executive Officer (CEO) and the organization as a whole. The ideal candidate for this role has a strong service orientation, highly developed organizational skills, enthusiasm for and facility with technology, and an ability to build relationships with all levels of staff and stakeholders. This position reports to the Director of Administration & Legal Advisor.

Job activities include but are not limited to:  

• Provide administrative support to the CEO (35% of time)

  • Scheduling: Review incoming meeting requests, vet with CEO and Chief of Staff and schedule; manage calendar changes as needed

  • Travel: Book all CEO travel 

  • Contacts: Manage all CEO contacts; develop systems and leverage technology to organize and update contacts

  • Meeting logistics: Print CEO meeting materials, order supplies and food for meetings

  • Expenses: Reconcile CEO credit card and assemble/prepare expense reports

  • Timesheets: Manage and submit CEO timesheets

  • Maximize time: Partner with the Chief of Staff to assess CEO time against priorities and make adjustment as needed; identify scheduling efficiencies and implement

• Manage the Climate Central Office (15% of time)

  • Supplies: Order office and kitchen supplies

  • Lease management: Interface with landlord for office-related issues

  • Office equipment: Monitor phones, printers, postage machine, etc

  • Office mail: Manage mail and shipping

  • Events: Assist with office, staff and Board events (parties, retreats, meetings, gifts, etc) including scheduling, logistics, food, travel, lodging and receipt reconciliation

  • Manage petty cash and other monetary needs

• Support the Finance, HR and Operation Team (40%)

  • Legal: Assist with state and local government compliance filings and agreements

  • Hiring: Support staff recruitment, placing ads, calendaring interviews and onboarding

  • Benefits: Assist with compliance and other requests from PEO and staff

  • Recordkeeping: Assist with maintaining HR records

  • Banking: Deposit and scan checks and communicate deposits to Development and Finance

  • Chief of Financial and Administrative Officer (CFAO) support: Provide scheduling, travel booking, contact database, expense reconciliation and general administrative support to the CFAO

• Support the Development Team (10%)

  • Donor communications: Assist with donor mailings, including gift acknowledgment mailings 

  • Materials production: Support content review process to ensure swift project completion from draft to print, including interfacing with print house on organizational materials

  • Scheduling: Calendar internal meetings for Development Team with program staff

  • Expenses: Prepare expense/invoice forms for SVP for Development.

Essential qualifications: 

Service Orientation. You get joy out of supporting other people and meeting their needs. You are able to anticipate the needs of others and are always on the lookout for how you can be helpful. You have a track record of providing high quality administrative support to individuals and teams.

Organizational skills. You have exceptional organizational skills. You have a track record of developing tools and systems to track information and tasks and pride yourself on not “dropping any balls”. Your strong organizational skills allow you to multitask with ease and effectively prioritize across competing demands. You are extremely detail-oriented, paying attention to the “small print” and catching mistakes that others miss. 

Communication skills. You have strong written and verbal communication skills. You have confidence in your writing and craft clear documents and concise emails to internal and external audiences. You are a direct verbal communicator and have a track record of being clearly understood by different people across varied issues. 

Technology skills. You have highly developed technology skills. You have a track record of embracing and leveraging technology in all aspects of your work. You are deeply familiar with the Google suite, and have a high level of comfort with Google sheets and slides, and with zoom, CRMs and other software and platforms. You have experience identifying and implementing new technology that can increase efficiency and productivity. 

Confidentiality. You have a track record of upholding confidentiality in an institutional setting. You exhibit good judgment around what to share with others and can be trusted with highly sensitive information.

Team player. You enjoy collaborating with others and being part of a team. You have a track record of developing authentic relationships with people from all backgrounds and at all levels in an organization. You are a positive force in an institution and bring a sense of humor.

Preference will be given to candidates who: 

• Have provided administrative support to executives. 

• Have experience in nonprofit organizations. 

• Have experience with Salesforce. 

Compensation: The salary range for this position is $60,000-$80,000. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training . Climate Central offers generous benefits including paid vacation, 12 weeks paid family leave, medical, dental, 401K with up to 12% matching, and partial college tuition for children of employees who qualify.

Location and employment eligibility: This is a hybrid position based in Climate Central’s headquarters in Princeton, N.J. This role will be required to be in the office 3-5 days/week. Candidates must be eligible for employment in the United States.

Equal Employment Opportunity at Climate Central: Climate Central is an Equal Employment Opportunity employer and promotes a diverse and inclusive workplace. We do not discriminate against any applicant for employment or employee on the basis of race, color, religious creed, gender, age, marital status, sexual orientation, national origin, disability, veteran status or any other classification protected by applicable discrimination laws.

How To Apply

The application deadline is April 30, 2024  

Please note that our application process requires the submission of a resume only. We are intentionally not asking for a cover letter, so please do not send one with your application. 

If you choose to include your education history in your resume, please remove the name of your school from your resume. You may leave your degree (e.g., “B.A. Communication”), but please remove any undergraduate or graduate school names. This is one part of our effort to assess candidates against the essential qualifications for this role and to mitigate bias in the decision making process.

Due to the volume of employment applications and queries received, Climate Central is unable to respond to each application individually. Applicants will be contacted directly if selected as a candidate.