**About Us** We are a small, dynamic nonprofit dedicated to climate advocacy. Our team of four principals works at the forefront of policy, research, and strategic partnerships to drive impactful change. To keep our operations running seamlessly, we’re looking for a highly organized and proactive Executive Assistant to serve as our internal air traffic controller. **The Role** Reporting to the Operations Director, this role is a hybrid between an Executive Assistant (EA) and Operations Coordinator (OC)—you’ll be responsible for keeping schedules aligned, systems operational, and logistics smooth. You’ll be the go-to person for keeping our team efficient and focused on their mission. **Key Responsibilities** 1. Executive & Team Support - Manage complex calendars and coordinate meetings across multiple time zones. - Ensure smooth meeting logistics, including note-taking, action item tracking, and follow-ups. - Book and manage travel arrangements (flights, accommodations, itineraries). - Prepare briefing materials for key meetings and engagements. 2. Operations & Systems Management - Maintain and optimize AI-powered IT tools and workflows to support internal efficiency. - Ensure smooth function of communication and project management platforms (Otter, Notion, Google Workspace, etc.). - Support budgeting and expense tracking in collaboration with the Operations Director. - Assist in implementing and refining operational processes to improve team effectiveness. 3. Event & Advocacy Support - Organize research and advocacy events, including logistics, scheduling, and stakeholder coordination. - Coordinate digital and in-person events, ensuring all operational aspects run smoothly. - Support the team in preparing reports, research summaries, and presentation materials. 4. Stakeholder & Communications Support - Act as the first point of contact for operational queries and external scheduling. - Assist in relationship management, tracking follow-ups with key partners. - Support team members in assessing and prioritizing incoming requests. **Who You Are** We’re looking for someone who is: - Quick & Adaptive - You thrive in fast-moving environments, juggling multiple tasks seamlessly. - Detail-Oriented & Proactive - You anticipate needs before they arise and love solving problems before they become issues. - Tech-Savvy - You are comfortable managing digital tools and AI-powered systems to optimize workflows. - Excellent at Execution - You get things done with precision and follow through without needing micromanagement. - A People-First Thinker - You have strong interpersonal skills, helping the team stay aligned and supported. **Requirements**: - 3+ years of experience in operations, executive support, or administration. - Experience managing schedules, coordinating travel, and supporting teams. - Strong organizational and communication skills. - Proficiency with tools like Notion, Google Workspace, Zoom, and AI-powered project management systems. - Availability to work flexible hours, coordinating across time zones. - Experience in nonprofit, advocacy, or research-driven organizations is a plus. **Why Join Us?** - Work at the intersection of climate action and strategic advocacy. - Be part of a mission-driven, close-knit team. - Gain experience in high-level operations and stakeholder coordination. - Work remotely with flexibility while making an impact. **How to Apply** To apply, please submit your CV and a short written response (max 300 words) to one of the following questions: - You need to schedule a meeting for four executives across three time zones. How would you approach this to ensure the most efficient scheduling? - The team is attending a high-stakes climate summit, but a flight cancellation disrupts their travel plans. What steps would you take to manage the situation and keep everything on track? - You’ve been asked to organize an advocacy event with limited information and a tight deadline. How would you structure your approach to make sure all key details are covered? - One of the organization’s key systems suddenly stops working before an important meeting. How would you troubleshoot and manage the impact on the team? - A principal receives a last-minute request to meet with an important stakeholder. How would you assess whether it should be prioritized, and what actions would you take? We want to understand how you think, solve problems, and handle dynamic challenges. The recruitment process will likely involve two interviews and a short practical exercise to assess real-world operational skills. **Language**: - English (required)