Administrative & Operations Associate
Sundayy · United States
- Hybrid
- Full-time
- $65,000 / year
- United States
Job highlights
- Support daily operations for a climate AI organization.
- Manage databases, finances, and website updates.
- Coordinate events and internal infrastructure.
- Work remotely with a globally distributed team.
- Contribute to impactful climate change initiatives.
About the role
About The Company
Climate Change AI (CCAI) is a pioneering organization dedicated to harnessing the transformative potential of artificial intelligence to combat climate change. Since its inception in 2019, CCAI has established itself as a leading interdisciplinary and international community that brings together researchers, practitioners, policymakers, and industry leaders. The organization aims to accelerate responsible climate action by addressing critical gaps in expertise, education, coordination, and infrastructure needed for effective AI deployment in the climate sector. Through a variety of initiatives including networking events, educational programs, policy reports, and global grants, CCAI strives to foster innovation and collaboration across sectors and borders. The organization values diversity, equity, and inclusion as fundamental principles that drive meaningful progress and impactful solutions in addressing the global climate crisis.
About The Role
We are seeking a highly organized and proactive Administrative and Operations Associate to support the daily functions and strategic initiatives of CCAI. This role is integral to maintaining the organization’s operational efficiency, managing administrative workflows, and supporting communication and logistical activities. The successful candidate will work closely with the Executive Director and other senior staff, providing essential support to a dynamic, remote, and globally distributed team. Responsibilities include managing organizational databases, supporting website updates, handling financial processes, coordinating events, and facilitating internal infrastructure. The position offers a unique opportunity to contribute to impactful climate initiatives while working in a flexible, remote environment. The ideal candidate will demonstrate excellent communication skills, a strong attention to detail, and the ability to adapt quickly to evolving priorities.
Qualifications
- Minimum of 2 years of relevant professional experience in administration, operations, or a related field
- Strong verbal and written communication skills in English
- Excellent organizational and time-management skills
- Experience designing, building, and maintaining operational tools and systems
- Proficiency with Google Drive, Google Docs, Google Sheets, and Microsoft Excel
- Familiarity with Slack, Zoom, and other digital communication platforms
- Basic financial tracking and reconciliation experience
- Comfort working independently in a remote environment
- Ability to learn new digital tools and software efficiently
- Attention to detail and proactive problem-solving skills
- Legal authorization to work in the United States without sponsorship
Preferred Skills
- Experience working with or coordinating volunteers
- Experience supporting or managing online and in-person events
- Basic website content management or willingness to learn
- Knowledge of workflow automation tools and processes
- Interest or background in climate change and machine learning topics
- Proficiency in additional languages beyond English
Responsibilities
- Design, implement, and manage the organization’s CRM database, expense tracking, and reporting systems to support community-building and educational initiatives
- Assist in maintaining and updating the CCAI website, identifying areas for improvement and implementing necessary updates
- Catalog and collect organizational metrics and statistics to inform decision-making and reporting
- Organize digital file systems and internal infrastructure to ensure efficient access and data management
- Process invoices, reimbursement requests, and execute payments accurately and timely
- Reconcile monthly accounts within the local accounting system and support financial reporting
- Identify and implement organizational process improvements to enhance operational efficiency
- Set up and maintain legal, financial, and logistical infrastructure supporting organizational activities
- Assist with email communications and external correspondence, ensuring professionalism and clarity
- Support volunteer and staff hiring, onboarding, and logistical coordination
- Coordinate calendars, schedule meetings, and facilitate effective communication among team members
- Assist with travel arrangements for staff and event participants as needed
- Support the organization and execution of virtual and in-person events, including registration setup
- Provide additional operational support to staff and volunteer teams as required
Benefits
- Remote-first working environment promoting flexibility and work-life balance
- 401(k) plan with a 4% employer match to support long-term financial planning
- Individual Coverage Health Reimbursement Arrangement (ICHRA) for healthcare needs
- Unlimited vacation and sick days to encourage rest and well-being
- Organizational holiday period from December 24 to January 1
Equal Opportunity
Climate Change AI (CCAI) is committed to fostering an inclusive and diverse workplace. We are an equal opportunity employer and do not discriminate based on race, ethnicity, gender, sexual orientation, age, disability, or any other protected status. We believe that diverse perspectives and backgrounds are essential to innovative solutions in addressing climate change. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to any protected characteristic.
Key skills/competency
- Database Management
- Financial Tracking
- Website Content Management
- Process Improvement
- Event Coordination
- Communication Skills
- Time Management
- Remote Work
- Problem-Solving
- Organizational Skills
Skills & topics
- Administrative Assistant
- Operations Associate
- Non-profit Administration
- Database Management
- Financial Reconciliation
- Website Maintenance
- Remote Work
- Event Coordination
- Google Suite
- Slack
How to get hired
- Tailor your resume: Highlight your 2+ years of administrative/operations experience and proficiency with Google Suite, Slack, and Zoom. Emphasize any experience with financial tracking or website management.
- Showcase remote work skills: Detail your ability to work independently, manage time effectively, and adapt to new digital tools in a remote setting.
- Demonstrate problem-solving: Provide examples of how you've improved operational efficiency or managed complex administrative tasks with attention to detail.
- Express climate interest: If you have experience or interest in climate change or AI, be sure to mention it to align with CCAI's mission.
- Prepare for remote interviews: Ensure your technology is set up for video calls and be ready to discuss your remote work experience and communication style.
Technical preparation
Behavioral questions
Frequently asked questions
- What are the key responsibilities for the Administrative and Operations Associate at Climate Change AI (CCAI)?
- The Administrative and Operations Associate at CCAI will be responsible for designing and managing databases, supporting website updates, processing financial transactions, organizing digital files, coordinating meetings and events, and assisting with general operational support for a remote team. This role is crucial for maintaining the organization's efficiency and supporting its climate change initiatives.
- What technical skills are essential for this role at CCAI?
- Essential technical skills include proficiency with Google Drive (Docs, Sheets), Microsoft Excel, and familiarity with communication platforms like Slack and Zoom. Experience with CRM databases, website content management, and workflow automation tools is also highly valued for this Administrative and Operations Associate position.
- Does Climate Change AI (CCAI) offer a remote work environment for this position?
- Yes, this Administrative and Operations Associate role is a remote-first position, offering flexibility and the ability to work from anywhere. CCAI supports a globally distributed team, making it an ideal opportunity for individuals seeking remote work arrangements.
- What benefits does CCAI provide for the Administrative and Operations Associate?
- CCAI offers a competitive benefits package including a remote-first environment, a 401(k) plan with a 4% employer match, an ICHRA for healthcare, and unlimited vacation and sick days. They also observe an organizational holiday period from December 24 to January 1.
- How does CCAI support diversity and inclusion in its hiring process for the Administrative and Operations Associate role?
- Climate Change AI (CCAI) is committed to fostering an inclusive and diverse workplace. As an equal opportunity employer, they do not discriminate based on any protected status and encourage applications from all qualified individuals who believe their diverse perspectives can contribute to their mission.
- What is the minimum experience required for the Administrative and Operations Associate role at CCAI?
- The minimum requirement for this role is 2 years of relevant professional experience in administration, operations, or a related field. This experience should ideally demonstrate strong organizational, time-management, and digital tool proficiency.
- Will I need to have a background in climate change or AI to apply for this role at CCAI?
- While a background or interest in climate change and machine learning topics is preferred, it is not a strict requirement for the Administrative and Operations Associate position. Strong administrative and operational skills are the primary focus, with a willingness to learn about the subject matter being highly valued.