ClimateWorks Foundation

Executive Assistant

• The Executive Assistant will provide administrative duties for the VP of Programs and another program team initiative. This position will report to the Associate Director, Programs Administration, who oversees the EA team within Programs. The Associate Director will help manage workloads and capacity. EA responsibilities will include fast-paced and often complex scheduling and calendar management, coordinating logistics and materials for meetings, assisting with travel arrangements, supporting in-office meetings, expense reporting and other related duties as required.
• Manage daily calendars and assist with complex scheduling
• Will create and fill out scheduling polls and assist in scheduling internal and external group meetings.
• Prepare calendar invites for internal and external meetings.
• Provide logistics support for remote meetings such as setting up and managing videoconference platforms, managing breakout rooms, troubleshooting technical problems.
• Compile receipts and reconciling monthly expense reports
• Assist with database management tasks in Salesforce.
• Provide full logistics support for in-office events and meetings. In-office support may include ordering meals, assisting with conference room AV and managing remote participation, and preparing and distributing materials.
• Review communications, presentations and documents for accuracy, completeness, format and grammar (as needed).
• In coordination with CWF travel agent, assist with domestic and international travel arrangements: flights, hotels, ground transportation, and any needed logistics. Provide travel package with background, briefings, maps, and bios as needed. . This may also include travel for this position at least 2-4 times a year.
• Ensure that the VP of Programs is fully briefed and prepared for meetings, events, and trips by providing or obtaining background information for these commitments and providing detailed itineraries

Executive Assistant, Programs