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Administrative Assistant

4 months ago

Princeton, United States Climate Central Full time

**APPLY HERE**

**About Climate Central**:
Climate Central is an independent group of scientists and science translators who research and report the facts about our changing climate and how it affects people’s lives. We use science and tech to generate thousands of local storylines and compelling visuals that make climate change relevant and show what can be done about it. We address climate science, sea level rise, extreme weather, energy, and related topics. We collaborate with journalists, TV meteorologists, and other respected messengers, reaching broad audiences through local voices in the US and 150 nations. Our research and visuals appear in thousands of TV spots and well over ten thousand other news stories each year, and our impact is growing.

**About the role**:
**Job activities include but are not limited to**:

- _ Provide administrative support to the CEO _(35% of time)
- Scheduling: Review incoming meeting requests, vet with CEO and Chief of Staff and schedule; manage calendar changes as needed
- Travel: Book all CEO travel
- Contacts: Manage all CEO contacts; develop systems and leverage technology to organize and update contacts
- Meeting logistics: Print CEO meeting materials, order supplies and food for meetings
- Expenses: Reconcile CEO credit card and assemble/prepare expense reports
- Timesheets: Manage and submit CEO timesheets
- Maximize time: Partner with the Chief of Staff to assess CEO time against priorities and make adjustment as needed; identify scheduling efficiencies and implement
- _Manage the Climate Central Office (15% of time)_
- Supplies: Order office and kitchen supplies
- Lease management: Interface with landlord for office-related issues
- Office equipment: Monitor phones, printers, postage machine, etc
- Office mail: Manage mail and shipping
- Events: Assist with office, staff and Board events (parties, retreats, meetings, gifts, etc) including scheduling, logistics, food, travel, lodging and receipt reconciliation
- Manage petty cash and other monetary needs
- _ Support the Finance, HR and Operation Team (40%)_
- Legal: Assist with state and local government compliance filings and agreements
- Hiring: Support staff recruitment, placing ads, calendaring interviews and onboarding
- Benefits: Assist with compliance and other requests from PEO and staff
- Recordkeeping: Assist with maintaining HR records
- Banking: Deposit and scan checks and communicate deposits to Development and Finance
- Chief of Financial and Administrative Officer (CFAO) support: Provide scheduling, travel booking, contact database, expense reconciliation and general administrative support to the CFAO
- _ Support the Development Team (10%)_
- Donor communications: Assist with donor mailings, including gift acknowledgment mailings
- Materials production: Support content review process to ensure swift project completion from draft to print, including interfacing with print house on organizational materials
- Scheduling: Calendar internal meetings for Development Team with program staff
- Expenses: Prepare expense/invoice forms for SVP for Development.

**Essential qualifications**:
**Service Orientation. **You get joy out of supporting other people and meeting their needs. You are able to anticipate the needs of others and are always on the lookout for how you can be helpful. You have a track record of providing high quality administrative support to individuals and teams.

**Organizational skills**. You have exceptional organizational skills. You have a track record of developing tools and systems to track information and tasks and pride yourself on not “dropping any balls”. Your strong organizational skills allow you to multitask with ease and effectively prioritize across competing demands. You are extremely detail-oriented, paying attention to the “small print” and catching mistakes that others miss.

**Technology skills.** You have highly developed technology skills. You have a track record of embracing and leveraging technology in all aspects of your work. You are deeply familiar with the Google suite, and have a high level of comfort with Google sheets and slides, and with zoom, CRMs and other software and platforms. You have experience identifying and implementing new technology that can increase efficiency and productivity.

**Confidentiality. **You have a track record of upholding confidentiality in an institutional setting. You exhibit good judgment around what to share with others and can be trusted with highly sensitive information.

**Team player**. You enjoy collaborating with others and being part of a team. You have a track record of developing authentic relationships with people from all backgrounds and at all levels in an organization. You are a positive force in an institution and bring a sense of humor.
- Have provided administrative support to executives.
- Have experience in nonprofit organizations.
- Have experience with Salesforce.

**Compensation**: The salary ran