Administrative Assistant

Reporting to the Operations Manager, the Administrative Assistant is a one-year contract position based in the San Francisco Bay Area. This role will provide support in two primary areas: Executive Assistant (EA) support to the Executive Director (ED) during the new parent leave of the current EA (approx. 8 months and transition periods), and events coordination support. Coordinating between the ED office, the Climate Breakthrough Board, external partners, and the Climate Breakthrough team, the Administrative Assistant must be highly organized and a strong communicator. In addition to EA responsibilities, the Administrative Assistant will provide logistical and coordination support with multiple events during the year, particularly supporting the Operations Manager with our largest annual event, the Awardee Retreat, an international convening bringing together awardees, board members, and Climate Breakthrough staff.

The ideal Administrative Assistant is detail-oriented, organized, reliable, an excellent communicator with strong interpersonal skills, and able to work independently.

The Administrative Assistant’s work will be divided into the following areas:

Events Coordination Support

1. Assist Operations Manager in logistical planning and execution of 2025 Awardee Retreat.
2. Coordinate with international event planners; do location, venue, and activity research; menu planning for complex dietary needs; participant coordination; travel planning and booking; and on-the-ground event execution.
3. Lead logistical coordination of other events including team sprints/retreats (SF Bay Area), new Awardee Onboarding, and conference side-events.

ED Scheduling and Task Support

1. Assist in optimizing the ED’s calendar, time, and tasks.
2. Perform complex scheduling in collaboration with internal and external stakeholders.
3. Track tasks requested by the ED or to be completed by the ED.
4. Plan and coordinate the ED's active calendar of appointments in alignment with established priorities, serving as both "gatekeeper" and "gateway" to create win-win situations for direct access to the ED's time and office.
5. Prioritize conflicting needs; handle matters expeditiously, proactively, discreetly with kindness and respect, and follow through on projects to successful completion, often with deadline pressures.
6. Review communications and documents for accuracy, completeness, format, and grammar.

ED Travel & Meeting Coordination

1. Arrange ED travel, meeting spaces, agendas, and assemble necessary documents.
2. Ensure the ED is fully briefed and prepared for meetings, events, and trips by coordinating with staff to compile and provide background information and reference materials.
3. Support expense report submission.

Board Support

1. Coordinate agenda, meeting minutes, logistics, and meeting space for Climate Breakthrough Board meetings.

This role will also provide ad hoc organizational support such as note-taking, facilities, and other administrative responsibilities or support as needed.

Position Details

This role must be located in the San Francisco Bay Area and be able to work from our San Francisco office at least one day/week. Ability to work with the ED at an Oakland office on occasion is a plus. Please note that Full Time at Climate Breakthrough is 35 hours/week; we also have a 31.5 hour/week option (90% time), for which salary is adjusted accordingly.

The desired start date for this position is October 15, 2024.

Climate Breakthrough is an equal opportunity employer. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or veteran status.

As a result of Climate Breakthrough’s development over the last eight years, we are growing and making valuable structural changes as an organization. As part of this transition, Climate Breakthrough has codified principles and is establishing practices that reflect our strong commitment to justice, diversity, equity, and inclusion. Our current team and new hires work together closely to set the standards to which we hold our work and ourselves.