Executive Assistant

Executive Assistant

REPORTS TO: Senior Manager, Executive Support

FLSA STATUS: Non-Exempt

Position Summary

The Executive Assistant plays a critical role in supporting senior leadership by providing proactive, high-impact administrative and operational support. This role partners closely with one to three senior leaders to manage priorities, coordinate schedules, anticipate needs, and ensure effective follow-through on key initiatives. The Executive Assistant also supports day-to-day operational needs to help ensure the organization runs smoothly and efficiently.

Key Responsibilities

Executive Support

• Own day-to-day inbox management, triaging messages, drafting responses, flagging priorities, and tracking deadlines to ensure timely follow-through on commitments
• Partner closely with executives to establish and maintain an effective time-management rhythm, proactively supporting planning, prioritization, and execution
• Anticipate needs, identify potential issues before they arise, and propose solutions, operating with sound judgment, discretion, and a high degree of professionalism
• Plan, coordinate, and strategically manage executive calendars, balancing competing priorities and ensuring schedules are realistic and respected
• Serve as a proactive, solutions-oriented thought partner, with excellent written, verbal, and practical problem-solving support
• Serve as a primary point of contact between senior leaders and internal teams, leadership, and external partners, exercising sound judgment as a gatekeeper when appropriate
• Arrange and manage travel logistics and itineraries as needed

Event/Meeting Planning

• Ensure leaders are fully prepared for all meetings by confirming logistics, clarifying objectives, and gathering and organizing necessary materials in advance
• Prepare, edit, and format materials such as slides, memos, reports, and other documents to support operational reviews, leadership meetings, and decision-making

Project Management

• Act as a central point of coordination for the Operations team by scheduling team meetings, setting agendas, capturing action items, and tracking follow-ups
• Track key initiatives, deadlines, and deliverables aligned to leadership priorities, following up proactively to ensure progress and completion
• Support cross-functional coordination by aligning schedules, tracking timelines, and surfacing dependencies

Skills & Experience

• 4+ years of experience providing administrative support to senior level staff
• Experience calendaring in multiple time zones
• Ability to prioritize and be flexible in a fast-paced, constantly evolving, and collaborative environment
• Ability to meet strict deadlines
• Mastery of Microsoft Office tools such as Outlook, Excel, Word, and PowerPoint
• Advanced written and verbal communication skills
• Excellent customer service
• High attention to detail
• Strong project management skills
• Strong commitment and understanding of confidentiality, as well as experience with VIP guests across multiple sectors
• Interest, passion, and commitment to reducing climate change

SALARY

We provide a salary commensurate with qualifications and experience. The target salary range is $97,100 to $107,100. This role is required to be in our San Francisco office one to three days a week. Equity is incredibly important to the organization, and a pay audit for equity is completed annually.

Work Environment & Physical Requirements

This role is done primarily in an office environment. An employee must be able to satisfy the following physical requirements with or without a reasonable accommodation.

• Remain in a stationary position (at a desk) for at least 75% of the day
• Use hand and fingers to type
• Frequently communicate via phone or video and email and must be able to communicate using those methods.

This description reflects essential functions, it does not prescribe or restrict the tasks that may be assigned.

Benefits

We provide a comprehensive benefits package to all U.S.-based employees. If a specific position is open to international employees, benefits will vary based on geographical location. The U.S. benefits include:

• Up to 100% of premium paid for medical, dental, and vision
• Short term and long term disability insurance
• Company sponsored life insurance and voluntary life
• Carrot fertility and family planning benefits
• Student loan repayment assistance
• 401k retirement plan with a company match contribution
• Annual professional development budget
• Internet, cell phone, and health & wellness reimbursement
• 14 paid holidays and four weeks of paid time off (PTO)
• Paid parental leave, jury duty, and bereavement
• Public transportation benefit options for office staff
• Regular staff lunches and team building activities
• SF and DC office stocked with healthy snacks and beverages
• An innovative, collaborative, welcoming work culture

OUR COMMITMENT

Climate Imperative is committed to diversity, equity, & inclusion and to a transparent recruitment process that fosters belonging. Our goal is to hire and advance people regardless of race, gender, ability, sexual orientation, age, citizenship status, military service, medical condition, and any other protected characteristic under local, state, or federal law. We encourage people from all backgrounds to apply.

We are committed to an accessible employee experience. If at any time you need a reasonable accommodation, please contact jobs@climateimperative.org.

About Us

Climate change is governed by physical facts—about carbon sources, accumulation, impacts, and timing, and more importantly, about solutions that work. These facts must inform strategy: they show that avoiding dangerous climate change is only possible through strong policy to cut carbon, promptly, in the biggest countries. To address these issues, Climate Imperative was founded to provide resources to the field of climate policy in this decisive decade.

Climate Imperative is a 501(c)(3) public charity focused on solving the climate crisis at speed and scale by providing funding, technical support, and expertise to win the world's most significant emissions reduction policy decisions this decade.

Climate Imperative operates from two office locations in San Francisco, CA and Washington, DC. Employees based in those areas work from the office one to three days per week. We support a hybrid work environment and bring the full team together in person one to two times per year for organization-wide collaboration.

Key skills/competency

• Executive Support
• Administrative Operations
• Calendar Management
• Travel Logistics
• Meeting Coordination
• Project Management
• Microsoft Office Suite
• Confidentiality
• Communication Skills
• Climate Policy Support