Executive Assistant - Carbon-Free Electricity Program

Job Description:

Are you an administrative professional with exceptional organizational and communication skills? Are you able to manage several responsibilities at a time while ensuring exceptional accuracy and attention to detail? Are you a proactive problem solver who can anticipate challenges and opportunities ahead of time? Do you have strong team and interpersonal skills and the ability to work independently? Do you enjoy the administrative challenges of supporting executive-level individuals? If yes, then join our team!     

We highly encourage individuals of underrepresented groups to apply!   

Your Impact  

You will support 2-4 senior leaders, including a Managing Director, and additional Principals with calendar management, outreach and engagement of partners and stakeholders, travel planning, expense reports, and meeting preparation. You will support the Carbon-Free Electricity (CFE) team with day-to-day administrative operations, event management, and systems utilization. You will work closely with the team’s Program Operations Manager, Program Operations Leader, and Program Assistant. 

You’ll be part of RMI’s CFE program, which supports the rapid and equitable decarbonization of electricity systems to support modern, clean economies the world over. Regardless of your background or level of experience, you will have the opportunity to help bring about change in the world that you might not find anywhere else in your career.  

This role will report to the Managing Director of the program.  

Major Roles and Responsibilities  

Executive Support  

• Manages individual calendars for Leadership, as well as shared programmatic calendars.    

• Ensures Leadership is prepared for meetings and engagements by providing necessary information, reserving preparation time, and scheduling preparation meetings as necessary.   

• Coordinates with Leadership and their teams to develop a proactive approach to team meetings and engagements with external partners and stakeholders   

• Serves as ‘gatekeeper’ for Leadership, streamlining communication and serving as primary point of contact for Leadership with both internal and external stakeholders.    

• Submits timesheets and expense reports in a timely manner, maintains associated documentation.    

• Understands priorities and commitments of Leadership and can make adjustments seamlessly, proactively, and with little advance notice.    

• Handles daily requests from Leadership and follows up in a timely and professional manner.    

Travel and Event Planning    

• Researches, creates, and manages logistical and booking details related to domestic and international travel, including visa applications and renewals, and researching and planning for key events.  

• Provides quick solutions to unanticipated changes in travel schedules.    

• Ensures travel, lodging, and scheduling are virtually error free.    

• Manages small in-person CFE events, including performing such functions as hotel research, contract negotiation, event bookings, and occasional on-the-ground event support. 

• Leads planning and execution of annual CFE team retreat, including logistics and event management with support from Operations team. 

• Sources and contracts with vendors, venues, secures supplies for team events and meetings.    

Additional Responsibilities 

• Processes invoices for contractors and handles contract responsibilities alongside CFE operations staff. 

• Can be relied upon to assist with projects outside areas of primary responsibility and deliver work in the timeframe identified with minimal oversight.    

• Can handle unanticipated changes graciously and efficiently; including changes to schedules, plans and workloads and reacts to these changes in a timely manner.    

• Approaches difficult situations with a positive attitude and identifies solutions.    

• Track record of impeccable ethics and discretion when ensuring that Leadership expenses are managed according to policy and details learned through supporting Leadership are kept strictly confidential.    

Core Skills and Experiences   

• 3-5 years of experience as an Executive Assistant in a professional environment     

• 3-5 years of experience supporting and/or managing event logistics planning and execution 

• Excellent written and verbal communication skills in English  

• Experience planning events and domestic and international travel     

Desired Skills and Experiences  

• Ability to identify potential problems before they arise and proactively propose solutions.     

• Proficient in Microsoft Office and Zoom  

• Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient and managing multiple competing demands and priorities while ensuring accuracy and attention to detail.       

• Ability to maintain professionalism and strict confidentiality at all times.     

• Good judgment and strong decision-making ability.     

• Experience leading event logistics management for 100 person-scale events 

We encourage anyone who is interested in this role to apply, regardless of whether you feel you meet 100% of the qualifications. The top candidates will bring their own unique perspectives, experiences, and backgrounds from a variety of industries along with most but not necessarily all the skills listed above. We offer professional learning and training opportunities to help you develop the skills you may not have had the opportunity to cultivate yet.   

Location  

We are a remote-ready organization with team members around the globe. Our beautiful and welcoming offices are available for meetings or focused work, whether you are traveling through or living nearby. Our U.S. offices are in New York City; Washington DC; Oakland, California; Boulder, Colorado; and Basalt, Colorado. This role can be located from anywhere in the continental United States.    

We provide you with the essential IT equipment plus a one-time home technology payment and a monthly work from home/commuter allowance to ensure you have a comfortable home office set up and necessary supplies.    

We love seeing each other in person! We occasionally gather for shared time together like retreats and learning experiences. Be ready to travel for occasional in-person meetings (and of course, we cover travel costs). Some roles may require more travel, which will be discussed during the hiring process.    

Compensation      

RMI compensates based on the level and requirements of the role. Salary within our ranges may also be determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data. Typically, a new Executive Assistant joins at the minimum to mid salary range of $70,000 to $86,000. You would also have an additional 5% bonus target!    

Benefits       

We offer a comprehensive benefits package including:       

• Medical, dental, vision insurance      

• 403b retirement options (up to 5% match immediately)      

• Life, AD&D, short-term and long-term disability      

• Professional and personal development   

• Generous paid time off and sick leave  

• Parental leave      

• Flexible working hours  

• Commuter and work from home stipends  

Diversity, Equity, and Inclusion        

At RMI, our mission is to build a clean, prosperous, and secure energy future for all. For this to happen, every single person needs to be a stakeholder in the energy transition. Recruiting, hiring, mentoring, and retaining a diverse workforce that reflects the communities we serve is critical to our success. We need the widest range of perspectives to understand the systems we are trying to change. That doesn’t just mean bringing a diverse team to the table; it also means working proactively to give all job seekers and employees equitable experiences. Visit our DEI page for more information on our DEI initiatives and commitments.  

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.     

About RMI   

RMI is an independent, non-partisan, nonprofit organization of experts across disciplines working to accelerate the clean energy transition and improve lives. Since our founding in 1982 by Amory Lovins, RMI’s chairman emeritus, we continue to grow and have a global reach and reputation.  

For 40 years, RMI has utilized our unique techno-economic expertise and whole-systems thinking to publish groundbreaking research and analysis. We bring together collaborations of rare reach, range, and expertise—creating unconventional partnerships and mobilizing action to drive change on the massive scale needed to combat the climate crisis. 

RMI is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.