Earth Species Project

Senior Executive Assistant

Earth Species Project

full-time

Posted on:

Origin:  • 🇺🇸 United States • California

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Salary

💰 $100,000 - $120,000 per year

Job Level

Senior

About the role

  • Help run efficient Executive Office operations and processes within CHT and ESP, and participate in multiple internal departmental and team meetings
  • Manage intricate scheduling and logistics in collaboration with internal/external contacts and Aza’s personal assistant, including meetings, agendas, and briefing materials
  • Arrange domestic and international travel, build out detailed itineraries, and submit expenses across CHT and ESP in a timely manner
  • Frequently reschedule shifting commitments, meetings, and travel, oftentimes at the last minute
  • Draft documents, emails, and direct correspondences on Aza’s behalf and in his voice
  • Help manage and support ESP’s Administrative Assistant to ensure high performance, job fulfillment, and meaningful career growth
  • Provide coverage for CHT and ESP Executive Office team members across both organizations when they are OOO
  • Act as Aza's gatekeeper, partnering with CHT and ESP teams to maintain focus on top priorities while balancing complex, evolving opportunities and relationships
  • Work with Aza to review, prioritize and complete his responsibilities, adjusting as appropriate, in alignment with CHT and ESP objectives
  • Proactively manage Aza's schedule and focus time to enable deep thinking and execution of core responsibilities
  • Monitor and triage inboxes, serving as air traffic controller for time-sensitive and high-priority information
  • Help Aza effectively manage external relationships with funders, partner organizations, institutional leaders and media to deliver the greatest impact for CHT and ESP
  • Assess and advocate for solutions that serve the best interests of Aza, CHT and ESP, using strategic problem-solving to balance priorities and drive mutually beneficial outcomes
  • Be Aza’s eyes and ears across CHT and ESP - coordinate with internal teams, understand cross-departmental relationships and priorities, and advance Aza's key responsibilities
  • Maintain one end-to-end project management system across all of the CHT and ESP initiatives that Aza is involved in, delivering regular updates to him on progress, risks, and timelines to ensure alignment and accountability
  • Help Aza to maintain strategic momentum, unblock priorities, and drive consistent execution
  • Meet with the teams at CHT and ESP to help move forward Aza’s organizational responsibilities
  • Transform Aza's new CHT and ESP project ideas into clear initiatives, briefs, and greenlighting documents through discovery, analysis, and distillation of multifaceted information
  • Act as a thought partner and right-hand to Aza through the many facets of his CHT and ESP work, from strategy to relationship-building to first principles thinking

Requirements

  • Have 5+ years of prior experience as a Senior Executive Assistant or Senior Project Manager supporting c-level executives, especially in a fast-moving startup environment
  • A passion for the natural world and excited by the prospect of using technology humanely
  • Have excellent written and verbal communication skills with an authentic, friendly, concise email writing voice and executive presence
  • Be organized, detail-oriented, great at project management, and have a passion for managing many moving pieces in a rapidly changing environment
  • Value open communication, empathy, and emotional intelligence
  • Ask great questions, show curiosity, and have an eagerness to learn quickly; Openness to feedback and curiosity
  • Be a proactive problem solver who can take initiative and isn’t afraid to find ways to do things better
  • Be at home working with software systems: AI, Google Workspace, Notion, Slack, Hubspot, and Asana
  • Be available and responsive during Pacific Coast working hours (within 15 minutes for DM, within 2 hours for email), with flexibility during certain sprint times to respond to high-priority messages during weekends
  • Flexible, adaptable team player who enjoys collaboration and working with others
  • Comfort with ambiguity and creativity in your approach to problem solving