What are the responsibilities and job description for the Executive Assistant, Marketing & Communications position at Mediabistro?
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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, we have awarded over $1.3 billion in grants to more than 600 organizations advancing 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.
About our Team
Climate change is one of the defining issues of our time – impacting our health, our safety, and our livelihoods now and for generations to come. Despite growing awareness and increased public mobilization on this issue, we are not yet on track to contain this threat. But we can be. Humanity has the solutions and the pathways to end this crisis, and collectively we can make this decade be the one for climate action.
Sounds compelling? We think so too. The Marketing and Communications team at ClimateWorks Foundation has a key role to play in building awareness, generating funder interest, and promoting philanthropic collaborations that can help end the climate crisis. We’re a quickly growing team of 14, working to expand the organization’s impact, outreach, and engagement to funders, partners, and grantees globally.
Job Summary
We are looking for an executive assistant to perform a variety of administrative functions in support of our team. Key responsibilities will include managing calendars and meetings, supporting contract processing, assisting with expense management, and making travel arrangements. With rapid growth in our communications activities, we’ll look to the executive assistant to contribute to a variety of communications projects and assist with project management. You will be an essential part of our team’s work to establish ClimateWorks as a leading global partner to philanthropy for driving big outcomes on climate. To be successful in this role, you will be well-organized, self-directed, have great time management skills, and strong follow-up.
Key Responsibilities
- Manage the senior director’s calendar, handle business communications, provide support services and help prioritize demands on her time. Recommend appropriate course of action, referral, or response.
- Manage expense reporting, including receipt gathering, monthly expense report filing, and online approvals for department expenses.
- Help with budget preparation and management, including quarterly reporting and ensuring costs are appropriately tagged and allocated within accounting systems.
- Schedule cross-team / cross-org meetings with both internal and external attendees.
- Support team meetings : help build agendas, distribute background information, and take and distribute notes as needed.
- Provide logistics support for in-office and hybrid events and meetings, such as quarterly team retreats and cross-team meetings, which may include preparing materials, ordering meals, assisting with conference room AV, and helping manage hybrid / remote participation.
- Assist with the vendor contracting process : working with our team, vendors, and the CWF contracts team to establish and renew contracts in a timely manner.
- Work with the CWF accounts payables team on vendor invoices and payments as needed.
- In coordination with CWF travel agent, assist team with travel arrangements : flights, hotels, ground transportation, and any needed logistics. Provide travel documents as needed.
- Maintain the department calendar to avoid conflicts in scheduling of events and workstreams.
Communications Support
Compensation
ClimateWorks offers an excellent benefits package and a competitive salary that is commensurate with experience (geographic differential applied based on location).
Location
ClimateWorks Foundation is based in the San Francisco Financial District. This position is classified as US Flexible. Exceptional candidates can work from the SF office or from other locations, geographic differential applied to compensation based on local cost of labor.
Commitment to Racial and Social Justice
At ClimateWorks Foundation, we are driven by our vision of creating a thriving planet for all living beings for generations to come. We aim to foster an inclusive workplace that values diverse lived experiences and emphasizes the voices of marginalized people — especially Black, Indigenous, and People of Color — who are most vulnerable to climate impacts, and whose voices, ideas, and leadership are crucial to winning the climate fight.
Equal employment opportunity and having a diverse staff are fundamental principles at ClimateWorks Foundation and as such we are committed to creating a diverse and multi-cultural work environment. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities.
Application Process
All qualified candidates are encouraged to apply as soon as possible. To be considered for this position, interested candidates must submit a resume. This position will remain open until filled.
Requirements
Required Qualifications
Preferred Qualifications
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